Prison Phone Justice

STATE OF CALIFORNIA
DEPARTMENT
OF
GENERAL SERVICES

(DGS)

Request For Proposal
(RFP)
RFP DGS-3037
RENEWAL
OF
INMATE/WARD TELEPHONE SYSTEM
(IWTS)
CONCESSION SERVICES
Release Date
February 6, 2004

State of California

IWTS RFP-DGS-3037

Table of Contents
SECTION 1 – Introduction .................................................................................................... 1
1.1 Purpose ......................................................................................................................... 1
1.2 Structure of the Concession Agreement ........................................................................ 2
1.3 Scope of the Request for Proposal and Contractor Admonishment .............................. 2
1.4 Term of the Master Contract.......................................................................................... 4
1.5 Procurement Official ...................................................................................................... 4
1.6 Contract Language Negotiations ................................................................................... 4
1.7 Key Action Dates ........................................................................................................... 4
1.8 Non-Mandatory Bidders Conference ............................................................................. 6
1.9 Letter of Intent to Bid ..................................................................................................... 6
1.10 Financial Responsibility Information ............................................................................ 7
1.11 Confidentiality Statement............................................................................................. 7
1.12 CDC/CYA Site Visits.................................................................................................... 7
1.13 Submission of Draft Proposals .................................................................................... 8
1.14 Confidential Bidder Discussions .................................................................................. 8
1.15 Demonstration ............................................................................................................. 8
1.16 Public Cost Opening .................................................................................................... 8
1.17 Notice of Intent to Award ............................................................................................. 8
1.18 Alternative Protest Pilot Project ................................................................................... 9
1.19 Americans With Disabilities Act (ADA) Compliance................................................... 10
Exhibit 1-A ......................................................................................................................... 11
Bidder's Intention to Submit a Proposal ......................................................................... 11
Exhibit 1-B ......................................................................................................................... 12
Bidder's Final Proposal Checklist ................................................................................... 12
Exhibit 1-C ......................................................................................................................... 13
Statement of Experience and Financial Condition Requirements .................................. 13
Exhibit 1-D ......................................................................................................................... 15
Confidentiality Statement ............................................................................................... 15
Exhibit 1-E ......................................................................................................................... 16
Request for Gate Clearance........................................................................................... 16
Exhibit 1-F ......................................................................................................................... 17
Digest of Laws Related to Association with Inmates: ..................................................... 17

Table of Contents–Page 1

State of California

IWTS RFP-DGS-3037

Digest of Laws Related to Association with Inmates: ........................................................ 18
SECTION 2 – Rules Governing Competition ........................................................................ 1
2.1 Identification and Classification of RFP Requirements .................................................. 1
a. Requirements............................................................................................................... 1
b. Desirable Items ............................................................................................................ 1
2.2 Proposing Requirements and Conditions ...................................................................... 1
a. General ........................................................................................................................ 1
b. RFP Documents........................................................................................................... 1
c. Examination of the Work .............................................................................................. 2
d. Questions Regarding the RFP ..................................................................................... 2
e. Bidder’s Intention to Submit a Proposal ....................................................................... 3
f. Addenda........................................................................................................................ 4
g. Removal of Names from Pre-qualified Bidders List...................................................... 4
h. Bonds ........................................................................................................................... 4
i. Discounts....................................................................................................................... 4
j. Joint Proposals.............................................................................................................. 5
k. Air or Water Pollution Violations ................................................................................... 5
l. Fair Employment and Housing Commission Regulations.............................................. 5
m. Exclusion for Conflict of Interest.................................................................................. 6
n. Follow-on Contracts ..................................................................................................... 6
o. Disclosure of Financial Interests .................................................................................. 6
2.3 Proposal Steps .............................................................................................................. 7
a. General ........................................................................................................................ 7
b. Final Phase .................................................................................................................. 7
c. Final Proposal: ............................................................................................................. 7
d. Confidentiality............................................................................................................... 7
e. Submission of Proposals.............................................................................................. 8
f. Rejection of Proposals ................................................................................................ 10
g. Evaluations and Selection Process ............................................................................ 10
h. Award of Contract ...................................................................................................... 12
i. Debriefing .................................................................................................................... 12
2.4 Contractual Information ............................................................................................... 13
a. Contract Form ............................................................................................................ 13

Table of Contents–Page 2

State of California

IWTS RFP-DGS-3037

b. Specific Terms and Conditions................................................................................... 13
c. Term of Contract ........................................................................................................ 13
2.5 Other Information......................................................................................................... 13
Exhibit 2-A ......................................................................................................................... 25
Competitive Procurement Responsiveness.................................................................... 25
SECTION 3 – Current Environment ...................................................................................... 1
3.1 Purpose ......................................................................................................................... 1
3.2 California Department of Corrections............................................................................. 1
3.3 CDC Organization Units ................................................................................................ 1
a. Institutions Division (ID)................................................................................................ 2
b. Parole and Community Services Division (P&CSD) ..................................................... 2
c. Health Care Services Division (HCSD)......................................................................... 2
d. Information Systems Division (ISD).............................................................................. 2
e. Telecommunications Branch (TB) ................................................................................ 2
f. Law Enforcement and Investigations Unit (LEIU).......................................................... 3
g. Accounting ................................................................................................................... 3
3.4 CDC External Stakeholders........................................................................................... 3
a. Department of Finance................................................................................................. 3
b. State Legislature .......................................................................................................... 3
c. California Youth Authority............................................................................................. 4
d. Inmate Families and Friends ........................................................................................ 4
3.5 California Youth Authority .............................................................................................. 4
3.6 CYA Organization Units................................................................................................. 5
a. Institutions and Camps Branch .................................................................................... 5
b. Education Services Branch .......................................................................................... 6
c. Parole Services and Community Corrections Branch................................................... 6
d. Office of Prevention and Victim Services ..................................................................... 6
e. Accounting Services..................................................................................................... 6
f. Internal Affairs Unit........................................................................................................ 6
g. Information Technology Office ..................................................................................... 6
3.7 External Stakeholders.................................................................................................... 7
a. California Department of Education (CDE)................................................................... 7
b. Youth Offender Parole Board (YOPB).......................................................................... 7

Table of Contents–Page 3

State of California

IWTS RFP-DGS-3037

3.8 CYA Offender Processes............................................................................................... 7
a. Intake ........................................................................................................................... 7
b. Evaluate ....................................................................................................................... 7
c. Assign Program............................................................................................................ 8
d. Deliver Treatment and Evaluate Treatment Services................................................... 8
e. Parole........................................................................................................................... 8
3.9 Overview of the Current IWTS....................................................................................... 8
3.10 Inmate/Ward Coinless Telephones............................................................................ 10
3.11 Inmate/Ward Telephone Enclosures/Pedestals......................................................... 10
3.12 Facility Cable Plant and Infrastructure ....................................................................... 10
3.13 Monitoring and Recording Equipment........................................................................ 11
3.14 CDC Branding/Overlay Recorded Messages ............................................................ 19
3.15 CYA Branding/Overlay Recorded Messages............................................................. 19
3.16 Space and Space Conditioning ................................................................................. 20
3.17 Call Rates .................................................................................................................. 20
3.18 Historical Call Volume................................................................................................ 20
SECTION 4 – Proposed Solution .......................................................................................... 1
4.1 Overview........................................................................................................................ 1
4.2 State’s Vision................................................................................................................. 1
a. Strategic and Operational Planning.............................................................................. 2
b. Technology Retooling Approval ................................................................................... 2
c. Business Process Reengineering................................................................................. 2
d. Contract Management.................................................................................................. 3
e. Validation and Verification............................................................................................ 3
4.3 Service Levels ............................................................................................................... 3
4.4 Service Level 1 .............................................................................................................. 3
4.5 Service Level 2 .............................................................................................................. 4
4.6 Value-Added Features................................................................................................... 4
SECTION 5 – Administrative Requirements ......................................................................... 1
5.1 Introduction.................................................................................................................... 1
Part 1 ................................................................................................................................... 2
Mandatory Requirements ................................................................................................. 2
5.2 Statement of Work Process ........................................................................................... 2

Table of Contents–Page 4

State of California

IWTS RFP-DGS-3037

5.3 Productive Use Requirements ....................................................................................... 3
a. Customer In-Use Requirement..................................................................................... 3
b. Eligible Equipment ....................................................................................................... 5
c. Manufacturer(s) Verification ......................................................................................... 5
5.4 Bidder’s Qualifications and Responsibility ..................................................................... 5
a. Overview ...................................................................................................................... 5
b. Prime Contractor .......................................................................................................... 6
c. Project Manager ........................................................................................................... 6
d. CDC/CYA Site Coordinator .......................................................................................... 7
e. Technical Support ........................................................................................................ 7
f. Help Desk...................................................................................................................... 7
g. Problem Escalation ...................................................................................................... 7
5.5 Performance Bond Requirement ................................................................................... 8
a. Letter of Bondability ..................................................................................................... 8
b. Performance Bonds ..................................................................................................... 8
5.6 Confidentiality ................................................................................................................ 9
5.7 Contractor’s License ...................................................................................................... 9
5.8 Subcontractor Requirements ......................................................................................... 9
5.9 Subcontractor List........................................................................................................ 10
5.10 Statement of Non-Discrimination Compliance ........................................................... 10
5.11 Federal Employer Identification Number (FEIN) ........................................................ 10
5.12 Drug Free Workplace................................................................................................. 10
5.13 Special Correctional Environment ............................................................................. 11
a. Introduction ................................................................................................................ 11
b. Admittance Requirements .......................................................................................... 11
c. Security Rules for Correctional Facilities .................................................................... 12
5.14 Rules for Contractor-Initiated Site Visit(s).................................................................. 14
5.15 Rules for Inspection of Maps, Drawings, and Floor Plans ......................................... 15
5.16 Potential Presence of Lead Paint and/or Asbestos.................................................... 16
5.17 Facilities Resources................................................................................................... 16
5.18 Documentation .......................................................................................................... 16
5.19 Disaster Recovery Plan ............................................................................................. 18
5.20 Inmate/Ward Equipment Testing Requirements ........................................................ 18

Table of Contents–Page 5

State of California

IWTS RFP-DGS-3037

5.21 Transition Phase-In and Phase-Out of IWTS Equipment........................................... 19
a. Transition Phase-In .................................................................................................... 19
b. Transition Phase-Out ................................................................................................. 20
5.22 Installation Environment ............................................................................................ 21
5.23 CDC/CYA Installation Requirements ......................................................................... 21
a. General IWTS Requirements ..................................................................................... 22
b. New Institutions Under Construction .......................................................................... 22
c. Existing Institutions..................................................................................................... 23
5.24 Transportation, Installation, Relocation of Equipment ............................................... 23
a. Transportation ............................................................................................................ 23
b. Installation (Adds) ...................................................................................................... 23
c. Relocation (Moves/Changes) ..................................................................................... 24
5.25 Installation Default ..................................................................................................... 24
5.26 Program Operation and Administration...................................................................... 24
5.27 Concession Fee Payments........................................................................................ 25
5.28 Management Information and Reports ...................................................................... 26
5.29 Right to Audit ............................................................................................................. 26
5.30 Moves, Changes, Additions, and Deletions ............................................................... 27
5.31 Special Conditions - Public Works ............................................................................. 27
a. California Labor Code - Section 1773 ........................................................................ 27
b. California Labor Code - Section 3700 ........................................................................ 27
c. California Labor Code – Section 1770........................................................................ 28
d. Laws to be Observed ................................................................................................. 28
5.32 Goals and Preferences .............................................................................................. 29
a. Small Business Preference ........................................................................................ 29
b. Disabled Veteran Business Enterprise (DVBE) Participation Goal............................. 30
c. Enterprise Zone Act (EZA) Preference ....................................................................... 30
d. Local Agency Military Base Recovery Act (LAMBRA) Preference ............................. 31
e. Target Area Contract Act (TACA) Preference ............................................................ 31
Part 2 ................................................................................................................................. 32
Proposal Quality Factors ................................................................................................ 32
5.33 Bidder’s Customer References .................................................................................. 32
5.34 Key Project Team Qualifications................................................................................ 32

Table of Contents–Page 6

State of California

IWTS RFP-DGS-3037

5.35 Terms of Relationship and Disentanglement ............................................................. 34
5.36 Transition Management ............................................................................................. 35
5.37 Infrastructure Transformation .................................................................................... 36
5.38 Technology Refresh................................................................................................... 36
5.39 Change Management ................................................................................................ 37
5.40 Security and Confidentiality ....................................................................................... 38
5.41 Assets and Facilities .................................................................................................. 39
5.42 Quality Assurance...................................................................................................... 40
5.43 Disaster Recovery ..................................................................................................... 40
5.44 Reporting and Communication .................................................................................. 41
5.45 Benchmarking............................................................................................................ 42
5.46 Integration and Testing .............................................................................................. 42
5.47 Migrations and Upgrades........................................................................................... 43
5.48 Operations and Administration .................................................................................. 44
5.49 Maintenance and Repair............................................................................................ 45
5.50 Technical and User Support ...................................................................................... 46
5.51 Operations and Maintenance..................................................................................... 46
5.52 Configuration Management/Change Control ............................................................. 48
5.53 Training Support ........................................................................................................ 48
5.54 Documentation .......................................................................................................... 48
5.55 Backup and Restoration ............................................................................................ 49
5.56 Collect Call Service Requirements ............................................................................ 49
5.57 Collect Call Services IWTS Requirements................................................................. 51
5.58 Service Support ......................................................................................................... 51
5.59 Monitoring and Recording Requirements .................................................................. 53
5.60 Service Requirements ............................................................................................... 54
5.61 Equipment Reliability and Maintainability Information................................................ 54
5.62 Value Added Offerings............................................................................................... 55
EXHIBIT 5-A ...................................................................................................................... 56
CONTRACTOR'S LICENSE INFORMATION ................................................................ 56
EXHIBIT 5-B ...................................................................................................................... 57
LIST OF PROPOSED SUBCONTRACTORS ................................................................ 57
EXHIBIT 5-C...................................................................................................................... 58

Table of Contents–Page 7

State of California

IWTS RFP-DGS-3037

STATEMENT OF NON-DISCRIMINATION COMPLIANCE ........................................... 58
EXHIBIT 5-D...................................................................................................................... 59
NOTICE ON DRAWINGS, SCHEMATICS, AND/OR BLUEPRINTS.............................. 59
EXHIBIT 5-E ...................................................................................................................... 60
CUSTOMER REFERENCE FORM ................................................................................ 60
SECTION 6 – IWTS Requirements ....................................................................................... 1
6.1 Summary ....................................................................................................................... 1
6.2 In-Scope Services and Departments ............................................................................. 1
6.3 Requirements Response Matrices................................................................................. 1
a. Requirement Number ................................................................................................... 1
b. Requirement................................................................................................................. 1
c. Requirement Category ................................................................................................. 1
d. Response Code ........................................................................................................... 2
SECTION 7 – Pricing Proposal ............................................................................................. 1
7.1 Introduction and Instructions.......................................................................................... 1
7.2 Pricing Methodology, Accountability, and Incentives ..................................................... 1
7.3 Pricing Elements............................................................................................................ 2
a. Call Minute volume remains fixed: ............................................................................... 2
b. Call Minute volume increases: ..................................................................................... 2
c. Call Minute volume decreases: .................................................................................... 3
7.4 Concession Fee Reduction Calculation ......................................................................... 4
SECTION 8 – Proposal Format............................................................................................. 1
8.1 Introduction.................................................................................................................... 1
8.2 Final Proposal Format and Content ............................................................................... 1
a. Volume I: Response to Requirements – One (1) Master and five (5) copies............... 1
b. Volume II: Completed Contract – One (1) Master and five (5) copies ......................... 1
c. Volume III: Cost Data – One (1) Master and five (5) copies ........................................ 2
d. Volume IV: Literature and Supporting Documentation– One (1) Master and five
(5) copies ......................................................................................................................... 2
8.3 Draft Proposal Format and Content ............................................................................... 2
8.4 Format Detail ................................................................................................................. 2
a. Volume I: Response To Requirements........................................................................ 2
Section 1 - General (Cover Letter and Executive Summary) ............................................... 2
Section 2 - Part 1– Administrative Requirements Compliance Response .......................... 3

Table of Contents–Page 8

State of California

IWTS RFP-DGS-3037

Examples ......................................................................................................................... 3
Section 2 Part 2 – Proposal Quality Factors ........................................................................ 8
Section 3 – IWTS Requirements Response ........................................................................ 8
Section 4 – Demonstration Plan .......................................................................................... 8
b. Volume II—Completed Contract................................................................................... 8
c. Volume III—Cost Data.................................................................................................. 8
d. Volume IV—Literature And Supporting Documentation ............................................... 9
SECTION 9 – Proposal Evaluation ....................................................................................... 1
9.1 Introduction.................................................................................................................... 1
9.2 Receipt of Proposals...................................................................................................... 1
9.3 State Evaluation Team .................................................................................................. 1
9.4 Proposal Evaluation Process......................................................................................... 1
a. Content Validation Check (pass/fail) ............................................................................ 1
b. Business Functional, System, Implementation and Service Support
Requirements response Review (pass/fail). ..................................................................... 2
c. Administrative Requirements Response Review.......................................................... 2
9.5 Scoring Components ..................................................................................................... 2
a. Bidder Qualifications .................................................................................................... 3
b. Business Solution Assessment .................................................................................... 3
c. Cost Assessment ......................................................................................................... 3
d. Selection of Contractor................................................................................................. 4
e. Summary of Overall Evaluation Scoring Process......................................................... 4
SECTION 10 – Demonstration .............................................................................................. 1
10.1 General........................................................................................................................ 1
10.2 Preparation and Submission of Plan............................................................................ 1
10.3 Location ....................................................................................................................... 1
10.4 Notification................................................................................................................... 1
10.5 Inquiries ....................................................................................................................... 2
10.6 Schedule and Time...................................................................................................... 2
10.7 Demonstration Plan Requirements .............................................................................. 2
a. Materials....................................................................................................................... 2
b. Agenda......................................................................................................................... 2
10.8 Scope and Results of the Demonstration .................................................................... 4

Table of Contents–Page 9

State of California

IWTS RFP-DGS-3037

SECTION 1 – Introduction
1.1 Purpose
The purpose of this Request for Proposal (RFP) is to solicit responsive concession
proposals for the Telecommunications Services identified herein as the Inmate/Ward
Telephone System (IWTS).
This RFP establishes the minimum Telecommunication System capabilities, services
requirements and selection criteria for the evaluation of competitive offers from
qualified telecommunications firms. The telephone services specified herein will
primarily be used by inmates and wards incarcerated at California Department of
Corrections (CDC) and the California Youth Authority (CYA) facilities that are owned or
leased and in locations statewide. The RFP establishes evaluation criteria that will be
used to select the proposal, which is most responsive to the requirements. The State
expects to make an award to a single contractor for the requirements and services
specified herein.
The primary goals of the IWTS procurement are to:
•

Reduce the cost of collect calls from inmates/wards to their families and friends;

•

Achieve greater levels of performance, especially regarding the investigative
capability of the system; and,

•

Optimize utilization of scarce State staff resources and public funds.

This procurement process will be conducted under California Pubic Contract Code
Section 12100 et seq., the Acquisition of Electronic Data Processing and
Telecommunications Goods and Services. The Department of General Services
(DGS), Procurement Division (PD), will be responsible for conducting this
procurement. DGS Telecommunication Division, if awarded, will administer the IWTS
contract resulting from this solicitation. Together, these two (2) entities will provide
technical and logistical support to CDC/CYA for inmate/ward specific activities.
The State has established an annual concession fee requirement throughout the life of
this contract. Call volume and concession revenue from inmate/ward phone calls will
be reviewed on an annual basis. Should annual call volume decline from the previous
year, the inmate/ward calling rates will remain the same; however, the concession fees
to the State will be lowered. Should inmate/ward call volume exceed the established
baseline calling volumes, the concession fee shall not increase and the State expects
that the Contractor will share its increased revenue with the Inmate’s/Ward’s families
via reduced per minute rate charges.
In addition to the concession fee paid to the State the Contractor shall pay an annual
Administrative Fee to the DGS to monitor and administer this contract.

SECTION 1 – Page 1

State of California

IWTS RFP-DGS-3037

Under California Public Contract Code Section 12109 any California local agency
(political subdivision) may participate in the Master Contract that result from this RFP.
A "local agency" is any city, county, city and county district, or other local
governmental body or corporation empowered to expend public funds. For local
agencies utilizing this contract, the successful Bidder must provide two percent (2%) of
the local agencies annual revenues to DGS by check or electronic deposit as an
administrative fee to cover the DGS Telecommunications Division program
management responsibilities and services under this contract. However, it is
understood that DGS Telecommunications Division will not institute this fee payment
provision without prior notification. For complete details see SECTION 5 –
Administrative Requirements and SECTION 7 – Pricing Proposal.
1.2 Structure of the Concession Agreement
The Contractor will be responsible for installation, operation, maintenance, repair,
revenue accrual accountability, coordinating delivery of and integrating related
services and features.
A CDC staff person will be identified as their IWTS Agent, who will act as the single
point of contact for confirmation of all services provided by the Contractor. The CDC
IWTS Agent will coordinate all services directly with the Contractor. The CDC IWTS
Agent will participate fully in all decisions affecting selection of sites, services and
equipment, introduction of proposed new technology and all other pertinent operations
necessary to ensure high quality service while meeting the unique needs of CDC.
A CYA staff person will be identified as their IWTS Agent, who will act as the single
point of contact for all CYA activities (as stated above) associated with the initial
system implementation. Upon completion of statewide deployment each site will
designate a local contact to coordinate any site-specific issues. The CYA IWTS Agent
will remain the single point of contact for any CYA global/statewide issues.
1.3 Scope of the Request for Proposal and Contractor Admonishment
This RFP contains the instructions governing the requirements for a firm offer to be
submitted by interested Bidders. Included are the following:
•

Requirements, which must be met to be eligible for consideration;

•

Format in which proposal information is to be submitted and the material to be
included therein; and,

•

Bidders’ responsibilities before and after contract award.

This RFP contains the instructions governing the requirements for a firm quotation to
be submitted by interested Bidders. The format that bid information is to be submitted

SECTION 1 – Page 2

State of California

IWTS RFP-DGS-3037

and the material to be included therein follows. This RFP also addresses Bidders'
responsibilities before and after installation.
Evaluation of responses and the award of any resultant contract shall be made in
conformance with evaluation and selection criteria set forth in this RFP. A Bidder's
Final Bid is an irrevocable offer for 120 days following the scheduled date for contract
award specified herein. A Bidder may extend the offer in the event of a delay of
contract award.
This procurement will follow a phased approach designed to increase the likelihood
that Final Proposals will be received without disqualifying defects. These additional
step(s) will:
Ensure that the Bidders clearly understand the State's requirements before
attempting to develop their final solutions;
Ensure that the State clearly understands what each Bidder intends to propose
before those proposals are finalized; and,
Give the State and each Bidder the opportunity to discuss weaknesses or
potentially unacceptable elements of a Bidder's proposal and give the Bidder the
opportunity to modify its proposal to correct such problems. The following
procurement phases will be conducted:
o
o
o

Non-Mandatory Bidders Conference

o

Draft Proposals

o

Confidential Discussions

o

Final Proposal Submission

o
o
o

Demonstration

o

Contract Award

Bidder Site Visit

Public Cost Opening

If a Bidder expects to be afforded the benefits of the steps included in this RFP, the
Bidder must take the responsibility to:
Carefully read the entire RFP;
If clarification is necessary, ask appropriate questions in a timely manner;

SECTION 1 – Page 3

State of California

IWTS RFP-DGS-3037

Submit all required responses, complete to the best of Bidder’s ability, by the
required dates and times;
Make sure that all procedures and requirements of the RFP are accurately
followed and appropriately documented; and,
Carefully reread the entire RFP before submitting each bid.
1.4 Term of the Master Contract
It is the intent of the State of California that, as a result of this RFP, one (1) Master
Contract will be awarded for all IWTS services in a concession arrangement. The
Master Contract will be with the DGS Telecommunications Division of the State of
California for an initial term of four (4) years. At the sole discretion of the State, the
contract may be renewed for two (2) additional one (1) year extensions for a total of six
(6) years.
1.5 Procurement Official
The Procurement Official and the mailing address to send bids, questions or copies of
protests is:
[Express mail/courier service
packages, e.g., Federal Express or UPS]
Reggie Banks
Procurement Division
707 3rd Street, 2nd Floor
West Sacramento, CA 95605
9054
(916) 375-4492
E-mail: rbanks@dgs.ca.gov

[Letters and US mail]
Reggie Banks
Procurement Division
P.O. Box 989054
West Sacramento, CA

95798-

1.6 Contract Language Negotiations
The State Model Information Technology (IT) General Provisions and model IT contract
language will be incorporated in the resulting Master Contract and is not open for
negotiations.
1.7 Key Action Dates
Table 1-1, Key Action Dates table, lists the important actions, dates, and times by
which the actions must be taken or completed. If the State finds it necessary to
change any of these dates, it will be accomplished via an addendum to this RFP
(except as noted below).

SECTION 1 – Page 4

State of California

IWTS RFP-DGS-3037

NOTE: All dates on this key action schedule, after the final proposal submission
deadline, are approximate and may be adjusted as conditions indicate, without
addendum to this RFP. The State intends to maintain this schedule by utilizing web
site and/or e-mail addresses for its communications to Bidders. Bidders should
indicate an appropriate e-mail address as part of their Bidder's Intention to Submit a
Proposal submission.
Table 1-1 Key Action Dates

ACTIVITIES
1) Release of RFP
2) Last day to submit questions for clarification of RFP prior to
Bidders Conference.
3) Non-Mandatory Bidders Conference:

DATE/TIME
February 6, 2004
February 20, 2004

March 5, 2004

Department of General Services
Headquarters Office
707 3rd Street
West Sacramento, CA, 95605,
1st floor (Auditorium)
4) Last day to submit; Bidder's Intention to Submit a Proposal,
Confidentiality Statement, Financial Responsibility
Information, Request for Gate Clearance, and Digest of Laws
5) Department of Corrections and Youth Authority Site Visits
(See SECTION 1, 1.12)
6) Last day to request changes in the RFP requirements (See
SECTION 2, 2.2 d).
7) Last day to protest RFP requirements.*

10:00 AM to 12:00 Noon

8) Submission of Draft Proposals
9) Confidential Bidder Discussions w/ Bidders submitting Draft
Proposals. Bidders will be notified individually of the date,
time and locations of their confidential discussion with the
State.
10) Last Day for RFP Questions

May 24, 2004

11) Responses to Bidder Questions

September 10, 2004

12) Last Day to Protest RFP Requirements

September 16, 2004

13) Final Proposal submission **

September 22, 2004

14) Demonstration***

October 7-12, 2004

15) Public Cost Opening***

October 22, 2004

16) Notification of Intent to Award ***

October 27, 2004

Addendum #8-June 23, 2004

SECTION 1 – Page 5

March 12, 2004
March 2004
March 26, 2004
May 10, 2004

June 14-22, 2004
September 9, 2004

State of California

IWTS RFP-DGS-3037

ACTIVITIES

DATE/TIME

17) Last Day to Protest Selection ***

October 28, 2004

18) Contract Award and Execution ***

October 29, 2004

Additional action dates may be inserted as needed.
*Or five (5) days following an addendum that changes the requirements of the RFP
(See RFP SECTION 2, 2.2 d – Questions Regarding the RFP).
** BIDDERS ARE STRONGLY ENCOURAGED TO REVIEW THE BIDDER’S FINAL
PROPOSAL CHECKLIST (refer to EXHIBIT 1-B) PRIOR TO SUBMITTING FINAL
PROPOSAL.
***These dates are subject to change depending on the number of final proposals
received and the length of time necessary to complete the evaluation process.
1.8 Non-Mandatory Bidders Conference
Bidders will be afforded the opportunity to meet with CDC/CYA personnel to discuss
the current environment within a correctional setting and with DGS personnel to
discuss the procurement process and the content of the bid. Written questions
received prior to the conference will be answered at the conference without divulging
the source of the query. The State may also accept oral questions during the
conference and attempt to provide answers during the conference, time permitting. No
transcript of the discussion will be provided. If questions asked at the conference
cannot be adequately answered during the discussion, answers will be provided later
to those expressing an interest in the questions. Oral answers shall not be binding on
the State. A sign-in sheet will be provided to document attendance.
1.9 Letter of Intent to Bid
Bidders that want to participate in this procurement must submit a notification of
intention to bid on this procurement in accordance with the; EXHIBIT 1-A Bidder's
Intention to Submit a Proposal contained in this section. Only those Bidders
submitting EXHIBIT 1-A will receive additional correspondence regarding this
procurement. The letter should provide all the requested information. There is to be
only one (1) Bidder contact person during the process. Information related to a Bidder
will only be given to the designated contact person. It shall be the Bidder's
responsibility to immediately notify the State Department Official, in writing, regarding
any revision to the information pertaining to the designated contact person. The State
shall not be responsible for proposal correspondence not received by the Bidder if the
Bidder fails to notify the State, in writing, about any change pertaining to the
designated contact person.
Addendum #8-June 23, 2004

SECTION 1 – Page 6

State of California

IWTS RFP-DGS-3037

1.10 Financial Responsibility Information
The Bidder must provide financial statements giving the State enough information to
determine the financial responsibility and stability of the Prime Bidder and any
participating partners and subcontractors. See EXHIBIT 1-C Statement of Experience
and Financial Condition Requirements, which may be used for this purpose.
These statements may include, but are not limited to:
Financial Statement, or Annual Report, or Securities and Exchange Commission
(SEC) Form 10-K, or Federal tax returns, for the last two (2) years;
Statement of income and related earnings for the last two (2) years;
Statement of Changes in financial position for the last two (2) years;
Letter from the Bidder's banking institution for the last two (2) years;
Statement from certified public accounting firm for the last two (2) years.
If the information submitted by the Bidder is insufficient to satisfy the State as to the
Bidder's contractual responsibility, the State may request additional information from
the Bidder or reject the bid as unsatisfactory to reliably establish contractor
responsibility. The State's determination of the Bidder's responsibility, for the
purposes of this RFP, shall be final.
NOTE: If any of the submitted information is identified by the Bidder as confidential, it
shall be treated as such by the State and returned upon request after the Bidder's
responsibility has been determined.
1.11 Confidentiality Statement
The Bidder must submit a signed Confidentiality Statement (Exhibit 1-D) with the
Bidder’s Intention to Submit a Proposal.
1.12 CDC/CYA Site Visits
The CDC and/or CYA will schedule site visits to their respective facilities. The purpose
of the site visits is to allow Bidders to visit designated locations within the CDC/CYA
facilities in which the IWTS equipment will be located. Due to security requirements,
the CDC/CYA have limited the number of persons allowed in an operating institution,
therefore, each Bidder will be limited to two (2) representatives for each site visit.
Bidders who are interested in attending CDC and/or CYA sites should complete the
Request for Gate Clearance Exhibit 1-E. Additionally for CDC site visits, Bidders
should also complete the Digest of Laws Related to Association with Inmates,
Exhibit 1-F for each representative. All completed forms should be submitted to DGS

SECTION 1 – Page 7

State of California

IWTS RFP-DGS-3037

with the Bidders of Intention to Submit a Proposal form. The date and time for the site
visits will be scheduled in the March 2004 timeframe. The CDC/CYA will only contact
the Bidders who have submitted the required forms.
Specific personal information is required for CDC/CYA to run a background security
check, which takes approximately two weeks to process to authorize Bidders a oneday gate clearance to the identified CDC/CYA facilities. Site visits will be denied to
Bidders who do not pass the background security check.
1.13 Submission of Draft Proposals
The Draft Proposal step provides the State an opportunity to better understand the
details of the proposed solution and the Bidder an opportunity to better understand the
State’s documentation requirements. A written review of the Draft proposal will be
provided to the Bidder by the State when the confidential Bidder discussion has been
scheduled between the State and the Bidder.
1.14 Confidential Bidder Discussions
The Confidential Bidder Discussions provides an opportunity for the State and the
Bidder to meet and review the Draft Proposal review comments and clarify any
remaining issues before Final Proposals are submitted. Verbal responses by either
party are not binding. Only written communications are binding.
1.15 Demonstration
The demonstration step provides an opportunity for the State to see the proposed
solution in operation and to validate specific performance requirements for each
responsive bidder. The details of the demonstration phase can be found in SECTION
10 – Demonstration of this RFP. Bidders that are found to have material deviations
are non-responsive, and will not have their sealed cost proposals opened.
1.16 Public Cost Opening
The Public Cost Opening Step provides an opportunity for the State to present the
preliminary proposal evaluation results including: pass/fail, proposal quality scores and
the public opening of qualified cost proposals. Proposals that are determined to have
material deviations, which therefore make them non-responsive, will not have their
sealed cost proposals opened.
1.17 Notice of Intent to Award
A Notice of Intent to Award for this solicitation will be sent to all participating Bidders
and publicly posted at:
Department of General Services

SECTION 1 – Page 8

State of California

IWTS RFP-DGS-3037

Procurement Division
707 Third Street, 2nd Floor
West Sacramento, CA 95605
1.18 Alternative Protest Pilot Project
This solicitation/acquisition is being conducted under the provisions of the Alternative
Protest Pilot Project (Public Contract Code Section 12125 et seq.). By submitting a
bid to this solicitation conducted under the Alternative Protest Pilot Project Procedures
(CA Code of Regulations, Title 1, Division 2, and Chapter 5), the Bidder agrees that all
protests of the proposed award be resolved by binding arbitration.
During the protest period any participating Bidder may protest the proposed award on
the following grounds:
A) For major information technology acquisitions – that there was a violation of
the solicitation procedure(s) and that the protesting Bidder’s bid should have
been selected; or
B) For any other acquisition – that the protesting Bidder’s bid or proposal should
have been selected in accordance with the selection criteria in the solicitation
document.
Submit Notices of Intent to Protest to the Coordinator at:
Alternative Protest Pilot Project Coordinator
Department of General Services
Procurement Division
707 Third Street, 2nd Floor
West Sacramento, CA 95605
Voice (916) 375-4600
Fax (916) 375-4614
Within seven (7) working days after the last day to submit a Notice of Intent to Protest,
a protesting Bidder must submit a signed, written detailed statement of protest, filing
fee and deposit, as applicable, to the Coordinator. Untimely submission of the written
detailed statement of protest waives Bidder’s right to protest.
A written Notice of Intent to Protest the proposed award of this solicitation must be
received (facsimile acceptable) by the Coordinator before 5:00 P.M. Pacific Standard
Time on the 5th day following public posting. Failure to submit a timely, written Notice
of Intent to Protest waives Bidder’s right to file a protest.
Protest bond requirement: Bond amount for this Alternative Protest Pilot Project shall
be 10% of the estimated contract value. See California Code of Regulations, Title 1,
and Section 1418 Bond Requirement on page 18.

SECTION 1 – Page 9

State of California

IWTS RFP-DGS-3037

NOTE: This section supersedes 2.5 , Other Information, wherever it speaks to
protests of the selection of a proposal for an award of a contract.
1.19 Americans With Disabilities Act (ADA) Compliance
Policy of Nondiscrimination on the Basis of Disability
To meet and carry out compliance with the nondiscrimination requirements of Title II of
the Americans with Disabilities Act (ADA), it is the policy of the DGS-PD to make every
effort to ensure that its programs, activities, employment opportunities, and services
are available to all persons, including persons with disabilities.
For persons with a disability needing reasonable accommodation to participate in the
procurement process, or for persons having questions regarding reasonable
accommodation for the procurement process, please contact the DGS-PD at
(916) 375-4400 (main office); the DGS-PD TTY/TDD (telephone device for the deaf)
and California Relay Service numbers are listed below. You may also contact directly
the DGS-PD contact person that is handling this procurement.
IMPORTANT: TO ENSURE THAT WE CAN MEET YOUR ACCOMMODATION, IT IS
BEST THAT WE RECEIVE YOUR REQUEST AT LEAST 10 WORKING DAYS
BEFORE THE SCHEDULED EVENT (i.e., MEETING, CONFERENCE, WORKSHOP,
etc.) OR DEADLINE DUE-DATE FOR PROCUREMENT DOCUMENTS.
The Procurement Division TTY telephone numbers are:
Sacramento Office: (916) 376-1891
Fullerton Office: (714) 773-2093
The California Relay Service Telephone Numbers are:
Voice: 1-800-735-2922 OR 1-888-877-5379
TTY: 1-800-735-2929 OR 1-888-877-5378

SECTION 1 – Page 10

State of California

IWTS RFP-DGS-3037

Exhibit 1-A
Bidder's Intention to Submit a Proposal
This is to notify the Department of General Services that it is the Bidder’s present
intent to (Bidder shall specify) {submit or *not submit} information in response to the
above referenced RFP. The individual to whom all information regarding this RFP
should be transmitted is:
NAME

ADDRESS

CITY, STATE AND ZIP CODE

E-MAIL ADDRESS

PHONE NUMBER

FAX NUMBER

(

(

)

)

We are enclosing, as requested, the following completed documents:
A) Statement of Experience and Financial Condition Requirements (includes
Financial Statements); and
B) Signed Confidentiality Statement
C) Completed Request for Gate Clearance (if needed)
D) Digest of Laws Related Association with Inmates (if needed)
Please indicate (check box) your intent regarding one of the following:
We concur with the proposed State Concession Contract as presented in the RFP.
OR
We do not concur with the proposed contract language and wish to utilize language
that has been pre-approved by the Department of General Services prior to the
publication of this RFP.
*If declining to bid, please state reason(s) why:
Sincerely,
SIGNATURE (Name)

TYPED NAME AND TITLE

X
COMPANY NAME

PHONE NUMBER

FAX NUMBER

(

(

)

SECTION 1 – Page 11

)

State of California

IWTS RFP-DGS-3037

Exhibit 1-B
Bidder's Final Proposal Checklist
Final Proposal submitted documentation follows the format specified in SECTION
8 – Proposal Format in the RFP
o

Cover Letter with original signature is included

o

Volumes labeled as identified and in the specified number of copies

o

No cost data provided in any volume except Volume 3

The Contract is in final proposal and in order
o

Contract signed by an individual authorized to bind the firm

o
o
o

All blank areas in the contract language completed

o

The costs for all equipment and services being offered in the final
proposal are identified in the applicable attachment of the contract
The calculations for the above costs have been checked for accuracy

Bonds and other security documents requirement are satisfied
Contractor License information completed?
NOTE: In the State’s DVBE (Disabled Veteran Business Enterprise) Requirement
Attachment is the “Documentation Checklist and Compliance Recommendations” for
assisting Bidders in the completion and submission of required documents for the
requirement.
Bidders: The State makes no warranty that the checklist is a full comprehensive
listing of every requirement specified in the solicitation. Checking off the items on the
Checklist does not establish your firm’s intent nor does it constitute responsiveness to
the requirement(s). The Checklist is only a tool to assist participating Bidders in
compiling their final proposal response. Bidders are encouraged to carefully read the
entire solicitation. The need to verify all documentation and responses prior to the
submission of final proposals cannot be over emphasized.

SECTION 1 – Page 12

State of California

IWTS RFP-DGS-3037

Exhibit 1-C
Statement of Experience and Financial Condition Requirements
Page 1 of 2
SUBMITTED BY

NAME OF COMPANY

ADDRESS

DATES OF FINANCIAL STATEMENTS

PRIVACY NOTIFICATION
The State of California Information Practices Act of 1977 requires the State to provide
the following information to individuals who are asked to supply information about
themselves:
The principal purpose for requesting the information on this form is to provide financial
information to determine financial qualification. State policy and State and Federal
statutes authorize maintenance of this information.
Furnishing all information on this form is mandatory. Failure to provide such
information will delay or may even prevent completion of the action for which
the form is being filled out.
The official responsible for maintaining the information contained in this form is:
Name
The State will treat all financial information provided as confidential when
designated as such. This information will only be shared with State personnel
involved in the evaluation. All financial data will be returned or destroyed if
requested. Vendors may be required to provide additional financial data as part
of the RFP.

SECTION 1 – Page 13

State of California

IWTS RFP-DGS-3037

Exhibit 1-C, (Continued)
Statement of Experience and Financial Condition Requirements
Page 2 of 2
Attach Financial Statements, or Annual Reports, or SEC Form 10-K, or Federal
tax returns, for the last two (2) years, accompanied by the following statement,
for each year, which has the title(s) and signature(s) of the individual(s) who
(prepared/examined/reviewed) the statements:
"We have (prepared/examined/reviewed) the balance sheet of (Bidder) as of
(date) and the related statements of income, retained earnings and changes in
financial position for each year.
In (my/our) opinion, the financial statements mentioned present fairly the
financial position of (Bidder) as of (date) and the results of its operations and
changes in its financial position for the year then ended, in conformity with
generally accepted accounting principles applied on a consistent basis."
NAME OF COMPANY

ADDRESS

SSN#

SIGNATURE

TITLE

X
SIGNATURE

TITLE

X
DATE

DATE

SECTION 1 – Page 14

State of California

IWTS RFP-DGS-3037

Exhibit 1-D
Confidentiality Statement
As an authorized representative and/or corporate officer of the company
named below, I warrant my company and its employees will not disclose any
documents, diagrams, information and information storage media made
available to us by the State for the purpose of responding to RFP DGS-3037 or
in conjunction with any contract arising there from. I warrant that only those
employees who are authorized and required to use such materials will have
access to them.
I further warrant that all materials provided by the State will be returned
promptly after use and that all copies or derivations of the materials will be
physically and/or electronically destroyed. I will include with the returned
materials, a letter attesting to the complete return of materials, and
documenting the destruction of copies and derivations. Failure to so comply
will subject this company to liability, both criminal and civil, including all
damages to the State and third parties. I authorize the State to inspect and
verify the above.
I warrant that if my company is awarded the contract, it will not enter into any
agreements or discussions with a third party concerning such materials prior to
receiving written confirmation from the State that such third party has an
agreement with the State similar in nature to this one.
REPRESENTATIVE’S SIGNATURE

DATE

X
TYPED NAME OF REPRESENTATIVE

NAME OF COMPANY

SECTION 1 – Page 15

State of California

IWTS RFP-DGS-3037

Exhibit 1-E
State of California
Request for Gate Clearance
CONFIDENTIAL
MUST BE DELIVERED IN A SEALED ENVELOPE
The Bidder by signing this form acknowledges that he/she is authorizing initiation of a
security clearance by the CDC/CYA. The CDC/CYA will acquire and evaluate a
Criminal Identification and Investigation history for each prospective visitor prior to
being approved to enter a correctional facility. The CDC/CYA personnel and
individuals from the California Department of General Services will accompany the
Bidder. CDC will facilitate escorts, for visits to its facilities, pursuant to Department
Operations Manual Section 13020.9.1 Visits by Other Departments/Agencies.
Name of visiting
contractors

Drivers License
# /State

Date of
Birth

SSN #

Agency/Company

I have read and understand that I am authorizing CDC/CYA to acquire a
Criminal Identification and Investigation for the purpose of entering a
correctional facility.
SIGNATURE

DATE

X

SECTION 1 – Page 16

State of California

IWTS RFP-DGS-3037

Exhibit 1-F
State of California
Department of Corrections
Digest of Laws Related to Association with Inmates:
Page 1 of 2
By signing this Agreement, the contractor agrees that, if the provisions of the
Agreement require the contractor to enter an institution, the contractor and his/her
employees shall be aware of and abide by the following rules:
Persons who are not departmental employees but are assigned to or engaged in work
in any departmental facility shall observe all rules, regulations, and laws governing the
conduct of employees. Failure to comply may lead to expulsion. [References: Penal
Code (PC) Sections 5054 and 5058; California Code of Regulations (CCR), Title 15,
Division 3, Sections 3285 and 3415.]
A warning sign is posted at the entrance to all public and business roadways onto the
grounds of institutions, camps, and other departmental facilities where inmates or
parolees are housed, indicating that by entering these grounds you consent to the
search of your person, property, and vehicle. [References: CCR, Title 15, Div. 3,
Sections 3173 and 3288.]
Refusal of visitors to submit to a search and inspection of their person, and property,
and/or vehicles brought onto institution grounds may be cause for denial of visit.
[References: PC Sections 2601, 5054, and 5058; CCR, Title 15, Div. 3, Sections 3173
and 3177.]
Persons normally permitted to enter a departmental facility or institution may be barred
for cause by the Director, Warden, Superintendent, or Regional Administrator.
[References: PC Sections 5054 and 5058; CCR, Title 15, Div. 3, Section 3176.]
It is a crime to falsify one’s identity to gain admission to a facility. It is a crime for a
person previously convicted of a felony in this state to enter the grounds of a facility
without permission of the official in charge. [References: PC Sections 4570.5 and
4571; CCR, Title 15, Div. 3, Section 3173.]
It is a crime to enter institution property for unauthorized purposes. It is also a crime to
refuse to leave when requested to do so by an official. [References: PC Section 602;
CCR, Title 15, Div. 3, Section 3289.]

SECTION 1 – Page 17

State of California

IWTS RFP-DGS-3037

Page 2 of 2
Exhibit 1-F
State of California
Department of Corrections
Digest of Laws Related to Association with Inmates:
Abetting or assisting inmates to escape is a crime. It is also a crime to bring firearms,
deadly weapons, explosives, or tear gas on facility grounds. It is a crime to give
inmates firearms, weapons, explosives, alcoholic beverages, narcotics, including
cocaine or marijuana, or any other drug. [References: PC Sections 2772, 2790, 4533,
4535, 4550, 4573, 4573.5, 4573.6, and 4574.]
It is a crime to give or take letters from inmates without the authorization of the
Warden. [References: PC Section 4570; CCR, Title 15, Div. 3, Section 3401.]
Giving gifts or presents to inmates is not permitted. [References: PC Section 2541;
CCR, Title 15, Div. 3, Sections 3010 and 3399.]
Receiving gifts from inmates is not permitted. [References: PC Sections 2540 and
2541; CCR, Title 15, Div. 3, Sections 3010, 3399, and 3424.]
In the event of an emergency situation that affects a significant portion of the inmate
population at an institution, the visiting program and other program activities may be
suspended during the period of emergency. [References: PC Section 2601; CCR,
Title 15, Div. 3, Section 3383.]
Employees shall not permit the taking of hostages by inmates or others in an attempt
to escape, or otherwise interfere with orderly institution operations. Hostages will not
be recognized for bargaining purposes. All inmates, visitors and staff will be informed
of this regulation. [References: PC Sections 5054 and 5058; CCR, Title 15, Div. 3,
Section 3304.]
It is a crime for a person to make verbal or written statements concerning a discharged
inmate to procure or deprive the inmate of employment for the purpose of extortion.
[References: PC Section 2947]
I have read and understand the implications of the above information.
SIGNATURE

TITLE

X

SECTION 1 – Page 18

DATE

State of California

IWTS RFP-DGS-3037

SECTION 2 – Rules Governing Competition
2.1 Identification and Classification of RFP Requirements
a. Requirements
The State has established certain requirements with respect to proposals to
be submitted by prospective Contractors. The use of "shall," "must," or “will"
(except to indicate simple futurity) in the Request for Proposal (RFP) indicates
a requirement or condition from which a deviation, if not material, may be
waived by the State. A deviation from a requirement is material if the
deficient response is not in substantial accord with the RFP requirements,
provides an advantage to one (1) Bidder over other Bidders, or has a
potentially significant effect on the delivery, quantity or quality of items
proposed, amount paid to the Contractor, or cost to the State. Material
deviations cannot be waived.
b. Desirable Items
The words "should" or "may" in the RFP indicate desirable attributes or
conditions, but are non-mandatory in nature. Deviation from, or omission of,
such a desirable feature, even if material, will not in itself cause rejection of
the proposal.
2.2 Proposing Requirements and Conditions
a. General
This RFP, the evaluation of responses, and the award of any resultant
contract shall be made in conformance with current competitive bidding
procedures as they relate to the procurement of goods and services by public
bodies in the State of California. A Bidder’s Final Proposal is an irrevocable
offer for one hundred twenty (120) days following the scheduled date for
contract award specified in SECTION 1 – Introduction. A Bidder may extend
the offer in the event of a delay of contract award.
b. RFP Documents
This RFP includes, in addition to an explanation of the State's needs which
must be met, instructions which prescribe the format and content of proposals
to be submitted and the model of the contract to be executed between the
State and the successful Bidder. If a Bidder discovers any ambiguity, conflict,
discrepancy, omission, or other error in this RFP, the Bidder shall immediately
notify the State of such error in writing and request clarification or modification
of the document.

SECTION 2 – Page 1

State of California

IWTS RFP-DGS-3037

Modifications will be made by addenda issued pursuant to this SECTION 2 –
Rules Governing Competition, 2.2 f, Addenda, hereunder. Such clarifications
shall be given by written notice to all parties who have been furnished an RFP
for proposing purposes, without divulging the source of the request for same.
Insofar as practicable, the State will give such notices to other interested
parties, but the State shall not be responsible therefore.
If the RFP contains an error known to the Bidder, or an error that reasonably
should have been known, the Bidder shall submit a proposal at its own risk. If
the Bidder fails to notify the State of the error prior to the date fixed for
submission of proposals, and is awarded the contract, the Bidder shall not be
entitled to additional compensation or time by reason of the error or its later
correction.
c. Examination of the Work
The Bidder should carefully examine the entire RFP and any addenda
thereto, and all related materials and data referenced in the RFP or otherwise
available to the Bidder, and should become fully aware of the nature and
location of the work, the quantities of the work, and the conditions to be
encountered in performing the work. Specific conditions to be examined may
be listed in the RFP, SECTION 5 – Administrative Requirements.
d. Questions Regarding the RFP
Bidders requiring clarification of the intent or content of this RFP or on
procedural matters regarding the competitive procurement process may
request clarification by submitting questions, with the envelope clearly marked
"Questions Relating to RFP DGS-3037,” to the Department of General
Services (DGS) Office of Procurement Official listed in SECTION 1 –
Introduction. To ensure a response, questions must be received in writing by
the scheduled date(s) provided in SECTION 1. Question and answer sets will
be provided to all Bidders without identifying the submitters.
A Bidder who desires clarification or further information on the content of the
RFP, but whose questions relate to the proprietary aspect of that Bidder’s
proposal, and which, if disclosed to other Bidders, would expose that Bidder’s
proposal, may submit such questions in the same manner as above, but also
marked "CONFIDENTIAL," and not later than the scheduled date specified in
SECTION 1 – Introduction, to ensure a response. The Bidder must explain
why any questions are sensitive in nature. If the State concurs that the
disclosure of the question or answer would expose the proprietary nature of
the proposal, the question will be answered and both the question and
answer will be kept in confidence. If the State does not concur with the
proprietary aspect of the question, the question will not be answered in this
manner and the Bidder will be so notified.

SECTION 2 – Page 2

State of California

IWTS RFP-DGS-3037

If the Bidder believes that one (1) or more of the RFP requirements is
onerous, unfair, or imposes unnecessary constraints to the Bidder in
proposing less costly or alternate solutions, the Bidder may request a change
to the RFP by submitting, in writing, the recommended change(s) and the
facts substantiating this belief and reasons for making the recommended
change. Such request must be submitted to the DGS Procurement Division
Official by the date specified in SECTION 1, 1.7 Key Action Dates, for
submitting a request for change. Oral answers shall not be binding on the
State.
e. Bidder’s Intention to Submit a Proposal
Bidders who have been furnished a copy of the RFP for proposing purposes
are asked to state their intention by the date specified in SECTION 1, 1.7 Key
Action Dates, with respect to submission of proposals. The State is also
interested as to a Bidder’s reasons for not submitting a proposal; as, for
example, requirements, which cannot be met, or unusual terms and
conditions, which arbitrarily raise costs. Bidders are asked to categorize their
intent as follows:
o

Intends to submit a proposal and has no problem with the RFP
requirements;

o

Intends to submit a proposal, but has one (1) or more problems with the
RFP requirements for reasons stated in this response;

o

Does not intend to submit a proposal for reasons stated in this response,
and has no problem with the RFP requirements; or

o

Does not intend to submit a proposal because of one (1) or more
problems with the RFP requirements for reasons stated in this response.
If Bidders have indicated significant problems with the RFP requirements,
the State will examine the stated reasons for the problems and will
attempt to resolve any issues in contention, if not contrary to the State's
interest, and will amend the RFP if appropriate. All Bidders who have
been furnished a copy of this RFP for proposing purposes will be advised
by the State of any actions taken as a result of the Bidder’s responses. If
after such actions, a Bidder determines that the requirements of the RFP
unnecessarily restrict its ability to respond, the Bidder is allowed five (5)
working days to submit a protest to those RFP requirements or the State's
action, according to the instructions contained SECTION 2 – Rules
Governing Competition, 1408, Filing a Protest and following.

For the purposes of the instructions of this RFP, all Bidders who have
indicated their intent to submit a Final Proposal are called Bidders until such
time that the Bidder withdraws or other facts indicate that the Bidder has
become non-participating.

SECTION 2 – Page 3

State of California

IWTS RFP-DGS-3037

f. Addenda
The State may modify the RFP prior to the date fixed for submission of Final
Proposals by issuance of an addendum to all parties who are participating in
the proposing process at the time the addendum is issued, unless the
amendments are such as to offer the opportunity for nonparticipating Bidders
to become participating, in which case the addendum will be sent to all parties
receiving the RFP for proposing purposes. Addenda will be numbered
consecutively. If any Bidder determines that an addendum unnecessarily
restricts its ability to propose, the Bidder is allowed five (5) working days to
submit a protest to the addendum according to the instructions contained in
SECTION 2, 2.5 , CCR 1408, Filing a Protest and following that starts on
page 14.
g. Removal of Names from Pre-qualified Bidders List
The DGS may remove the name of any Bidder from its lists of pre-qualified
Bidders under any one (1) or more of the following conditions:
A Bidder does not respond by proposal to three (3) consecutive calls for
proposals on equipment, software, or services for which such Bidder has
previously requested opportunity to propose.
A Bidder’s past performance on State contracts has demonstrated a lack of
reliability in complying with and completing such contracts.
h. Bonds
The State reserves the right to require a faithful performance bond or other
security document as specified in the RFP from the Bidder in an amount not
to exceed the amount of the contract. In the event a surety bond is required
by the State which has not been expressly required by the specification, the
State will reimburse the Bidder, as an addition to the purchase price, in an
amount not exceeding the standard premium on such bond.
i. Discounts
In connection with any discount offered, except when provision is made for a
testing period preceding acceptance by the State, time will be computed from
date of delivery of the supplies or equipment as specified, or from date correct
invoices are received in the office specified by the State if the latter date is
later than the date of delivery. When provision is made for a testing period
preceding acceptance by the State, date of delivery shall mean the date the
supplies or equipment are accepted by the State during the specified testing
period. Payment is deemed to be made, for the purpose of earning the
discount, on the date of mailing the State warrant or check.

SECTION 2 – Page 4

State of California

IWTS RFP-DGS-3037

Cash discounts of less than twenty (20) days or less than one half of one
percent (1/2 of 1%) will not be considered in evaluating offers for award
purposes unless otherwise specified by the State in the proposal invitation;
however, offered discounts of less than twenty (20) days will be taken if
payment is made within the discount period, even though not considered in
the evaluation of offers.
j. Joint Proposals
A joint proposal, two or more Bidders quoting jointly on one proposal, may be
submitted and each participating Bidder must sign the joint proposal. If the
contract is awarded to joint Bidders, it shall be one indivisible contract. Each
joint Bidder will be jointly and severally responsible for the performance of the
entire contract, and the joint Bidders must designate, in writing, one individual
having authority to represent them in all matters relating to the contract. The
State assumes no responsibility or obligation for the division of orders or
purchases among the joint Bidders.
k. Air or Water Pollution Violations
Unless the contract is less than $5,000 or with a sole source Contractor,
Government Code Section 4477 prohibits the State from contracting with a
person, including a corporation or other business association, who has been
determined to be in violation of any State or Federal air or water pollution
control law. Government Code Section 4481 requires the State Water
Resources Control Board and the Air Resources Board to notify State
agencies of such persons.
Prior to an award, the DGS shall ascertain if the intended awardee is a
person included in notices from the Boards by reference to notices. In the
event of any doubt of the intended awardee's identity or status as a person
who is in violation of any State or Federal air or water pollution law, the State
will notify the appropriate Board of the proposed award and afford the Board
the opportunity to advise the DGS that the intended awardee is such a
person.
No award will be made to a person who is identified either by the published
notices or by advice, as a person in violation of State or Federal air or water
pollution control laws.
l. Fair Employment and Housing Commission Regulations
The California Government Code Section 12990 requires all State
Contractors to have implemented a Nondiscrimination Program before
entering into any contract with the State. The Department of Fair
Employment and Housing (DFEH) randomly selects and reviews State
Contractors to ensure their compliance with the law. DFEH periodically
SECTION 2 – Page 5

State of California

IWTS RFP-DGS-3037

disseminates a list of Bidders who have not complied. Any Bidder so
identified is ineligible to enter into any State contract.
m. Exclusion for Conflict of Interest
No consultant shall be paid out of State funds for developing
recommendations on the acquisition of Electronic Data Processing (EDP) and
telecommunications products or services or assisting in the preparation of a
feasibility study, if that consultant is to be a source of such acquisition or
could otherwise directly and/or materially benefit from State adoption of such
recommendations or the course of action recommended in the feasibility
study. Further, no consultant shall be paid out of State funds for developing
recommendations on the disposal of State surplus EDP and
telecommunication products, if that consultant would directly and/or materially
benefit from State adoption of such recommendations.
n. Follow-on Contracts
No person, firm, or subsidiary thereof who has been awarded a consulting
services contract, or a contract which includes a consulting component, may
be awarded a contract for the provision of services, delivery of goods or
supplies, or any other related action which is required, suggested, or
otherwise deemed appropriate as an end product of the consulting services
contract. Therefore, any consultant who contracts with a State agency to
develop formal recommendations for the acquisition of EDP products or
services is precluded from contracting for any work recommended in the
formal recommendations. (Formal recommendations include, among other
things, feasibility studies.)
o. Disclosure of Financial Interests
Proposals in response to State procurements for assistance in preparation of
feasibility studies or the development of recommendations for the acquisition
of EDP products and services must disclose any financial interests (i.e.,
service contract, Original Equipment Manufacturer (OEM) agreements,
remarketing agreements, etc.) that may foreseeably allow the individual or
organization submitting the proposal to materially benefit from the State's
adoption of a course of action recommended in the feasibility study or the
acquisition recommendations. If, in the State's judgment, the financial interest
will jeopardize the objectivity of the recommendations, the State may reject
the proposal.
In addition, should a consultant establish or become aware of such a financial
interest during the course of contract performance, the consultant must inform
the State in writing within ten (10) working days. If, in the State's judgment,
the newly established financial interest will jeopardize the objectivity of the
recommendations, the State shall have the option of terminating the contract.
SECTION 2 – Page 6

State of California

IWTS RFP-DGS-3037

Failure to disclose a relevant financial interest on the part of a consultant will
be deemed grounds for termination of the contract with all associated costs to
be borne by the consultant and, in addition, the consultant may be excluded
from participating in the State's proposal processes for a period of up to three
hundred sixty (360) calendar days in accordance with Public Contract Code
Section 12102 (j).
2.3 Proposal Steps
a. General
The procurement process to be used in this acquisition is composed of only
the Final Phase, which includes a Final Proposal. REFER TO SECTION 1
TO DETERMINE WHICH PHASES AND STEPS ARE INCLUDED IN THIS
RFP.
The Final Proposal is a mandatory step for all Bidders; all other steps are
optional. However, all Bidders are strongly encouraged to follow the
scheduled steps of this procurement to increase the chance of submitting a
compliant Final Proposal. Cost submitted in any submission other than the
Final Proposal may preclude the Bidder from continuing in the process.
b. Final Phase
The purpose of the Final Phase is to obtain proposals that are responsive in
every respect. This phase includes a Final Proposal only, as described
below:
c. Final Proposal:
The Final Proposal must be complete; including all cost information and
required signatures on the five (5) copies of the model contract. Cost data as
identified in SECTION 8 – Proposal Format must be submitted under
separate, sealed cover.
Changes that appear in the final proposal, other than corrections of defects,
increase THE RISK THAT THE FINAL PROPOSAL MAY BE FOUND
DEFECTIVE.
d. Confidentiality
Final proposals are public upon opening; however, the contents of all
proposals, correspondence, agenda, memoranda, working papers, or any
other medium which discloses any aspect of a bidder's proposal shall be held
in the strictest confidence until notice of intent to award. Bidders should be
aware that marking a document "confidential" or "proprietary" in a final
SECTION 2 – Page 7

State of California

IWTS RFP-DGS-3037

proposal will not keep that document from being released after notice of intent
to award as part of the public record, unless a court has ordered the state not
to release the document. The content of all working papers and discussions
relating to the bidder's proposal shall be held confidential indefinitely unless
the public interest is best served by an item's disclosure because of its direct
pertinence to a decision, agreement or the evaluation of the proposal.
Any disclosure of confidential information by the bidder is a basis for rejecting
the bidder's proposal and ruling the bidder ineligible to further participate.
Any disclosure of confidential information by a state employee is a basis for
disciplinary action, including dismissal from state employment, as provided by
government code section 19570 et seq. Total confidentiality is paramount; it
cannot be overemphasized.
e. Submission of Proposals
The instructions contained herein apply to the Final Proposal.
Preparation
Proposals are to be prepared in such a way as to provide a
straightforward, concise delineation of capabilities to satisfy the
requirements of this RFP. Expensive bindings, colored displays,
promotional materials, etc., are not necessary or desired. EMPHASIS
SHOULD BE CONCENTRATED ON CONFORMANCE TO THE RFP
INSTRUCTIONS, RESPONSIVENESS TO THE RFP REQUIREMENTS,
AND ON COMPLETENESS AND CLARITY OF CONTENT.
Before submitting the Final Proposal, the Bidder should carefully proof it
for errors and adherence to the RFP requirements.
Bidder's Cost
Costs for developing proposals are the responsibility entirely of the Bidder
and shall not be chargeable to the State.
Completion of Proposals
Proposals must be complete in all respects as required by the RFP
SECTION 8 – Proposal Format. A Final Proposal may be rejected if it is
conditional or incomplete, or if it contains any alterations of form or other
irregularities of any kind. A Final Proposal must be rejected if any such
defect or irregularity constitutes a material deviation from the RFP
requirements. The Final Proposal must contain all costs required by the
RFP, setting forth a unit price and total price for each unit price item, and a
total price for each lump sum price item in the schedule, all in clearly

SECTION 2 – Page 8

State of California

IWTS RFP-DGS-3037

legible figures. If required in the RFP SECTION 8 – Proposal Format, cost
data (as identified in the above referenced section) must be submitted
under separate, sealed cover. Exhibit 2-A at the end of this section
emphasizes the requirements of competitive bidding and contains
examples of common causes for rejection of proposals. Bidders are
encouraged to review this exhibit.
False or Misleading Statements
Proposals which contain false or misleading statements, or which provide
references which do not support an attribute or condition claimed by the
Bidder, may be rejected. If, in the opinion of the State, such information
was intended to mislead the State in its evaluation of the proposal, and the
attribute, condition, or capability is a requirement of this RFP, it will be the
basis for rejection of the proposal.
Signature of Proposal
A cover letter (which shall be considered an integral part of the Final
Proposal) and Standard Agreement, STD 213 shall be signed by an
individual who is authorized to bind the bidding firm contractually. The
signature must indicate the title or position that the individual holds in the
firm. An unsigned Final Proposal shall be rejected.
Delivery of Proposals
Mail or deliver proposals to the Department Official listed in SECTION
1. If mailed, use certified or registered mail with return receipt
requested.
Proposals must be received in the number of copies stated in the RFP
SECTION 8– Proposal Format and not later than the date and time
specified in SECTION 1. One copy must be clearly marked "Master
Copy." All copies of proposals must be under sealed cover which is to be
plainly marked "FINAL PROPOSAL" for RFP DGS-3037.” Also, the
sealed cover of all submittals, except the Final Proposal, shall be clearly
marked "CONFIDENTIAL," and shall state the scheduled date and time for
submission. Proposals not submitted under sealed cover will be returned
for sealing. Final Proposals not received by the date and time specified in
SECTION 1, or not sealed, will be rejected. If required in the RFP
SECTION 8– Proposal Format, all cost data (as identified in the above
referenced section) must be submitted under separate, sealed cover and
clearly marked "COST DATA." If cost data is required to be submitted
separately sealed, and is not submitted in this manner, the proposal will
be rejected. Proposals submitted under improperly marked covers may
be rejected. If discrepancies are found between two or more copies of the

SECTION 2 – Page 9

State of California

IWTS RFP-DGS-3037

proposal, the proposal may be rejected. However, if not so rejected, the
Master Copy will provide the basis for resolving such discrepancies. If
one copy of the Final Proposal is not clearly marked "Master Copy," the
State may reject the proposal; however, the State may at its sole option
select, immediately after proposal opening, one copy to be used as the
Master Copy.
Withdrawal and Resubmission/Modification of Proposals
A Bidder may withdraw its Final Proposal at any time prior to the proposal
submission time specified in SECTION 1 by submitting a written
notification of withdrawal signed by the Bidder authorized in accordance
with Signature of Proposal (above). The Bidder may thereafter submit a
new or modified proposal prior to such proposal submission time.
Modification offered in any other manner, oral or written, will not be
considered. Final Proposals cannot be changed or withdrawn after the
time designated for receipt, except as provided in this section.
f. Rejection of Proposals
The State may reject any or all proposals and may waive any immaterial
deviation or defect in a proposal. The State's waiver of any immaterial
deviation or defect shall in no way modify the RFP documents or excuse the
Bidder from full compliance with the RFP specifications if awarded the
contract.
g. Evaluations and Selection Process
General
Proposals will be evaluated according to the procedures contained in the
RFP SECTION 9 – Proposal Evaluation.
Evaluation Questions
During the evaluation and selection process, the State may desire the
presence of a Bidder's representative for answering specific questions,
orally and/or in writing.
Errors in the Final Proposal
An error in the Final Proposal may cause the rejection of that proposal;
however, the State may at its sole option retain the proposal and make
certain corrections.
In determining if a correction will be made, the State will consider the
conformance of the proposal to the format and the content required by the
SECTION 2 – Page 10

State of California

IWTS RFP-DGS-3037

RFP, and any unusual complexity of the format and content required by
the RFP.
o

If the Bidder's intent is clearly established based on review of the
complete Final Proposal submittal, the State may at its sole option correct
an error based on that established intent.

o

The State may at its sole option correct obvious clerical errors.

o

The State may at its sole option correct discrepancy and arithmetic errors
on the basis that, if intent is not clearly established by the complete
proposal submittal, the Master Copy shall have priority over additional
copies, the proposal narrative shall have priority over the contract, the
contract shall have priority over the cost sheets, and within each of these,
the lowest level of detail will prevail. If necessary, the extensions and
summary will be recomputed accordingly, even if the lowest level of detail
is obviously mis-stated. The total price of unit-price items will be the
product of the unit price and the quantity of the item. If the unit price is
ambiguous, unintelligible, uncertain for any cause, or is omitted, it shall be
the amount obtained by dividing the total price by the quantity of the item.

o

The State may at its sole option correct errors of omission, and in the
following four situations, the State will take the indicated actions if the
Bidder's intent is not clearly established by the complete proposal
submittal.

If an item is described in the narrative and omitted from the
contract and cost data provided in the proposal for evaluation
purposes, it will be interpreted to mean that the item will be
provided by the Bidder at no cost.
If a minor item is not mentioned at all in the Final Proposal and is
essential to satisfactory performance, the proposal will be
interpreted to mean that the item will be provided without a
decrease in concession fees.
If a major item is not mentioned at all in the Final Proposal, the
proposal will be interpreted to mean that the Bidder does not
intend to supply that item.
If a major item is omitted, and the omission is not discovered until
after contract award, the Bidder shall be required to supply that
item without a decrease in concession fees
o

If a Bidder does not follow the instructions for computing costs not related
to the contract (e.g., State personnel costs), the State may reject the
proposal, or at its sole option, recompute such costs based on
instructions contained in the RFP.

SECTION 2 – Page 11

State of California

IWTS RFP-DGS-3037

If the recompilations or interpretations, as applied in accordance with this
section, result in significant changes in the amount of money to be paid to
the Bidder (if awarded the contract) or in a requirement of the Bidder to
supply a major item at no cost, the Bidder will be given the opportunity to
promptly establish the grounds legally justifying relief from its proposal.
IT IS ABSOLUTELY ESSENTIAL THAT BIDDERS CAREFULLY REVIEW
THE COST ELEMENTS IN THEIR FINAL PROPOSAL, SINCE THEY
WILL NOT HAVE THE OPTION TO CHANGE THEM AFTER THE TIME
FOR SUBMITTAL.
o

In the event an ambiguity or discrepancy between the general
requirements described in SECTION 4 – Proposed Solution, and the
specific service level requirements set forth in SECTION 6 – IWTS
Requirements, is detected after the opening of proposals, SECTION 6,
and the Bidder's response thereto, shall have priority over SECTION 4.
Refer to paragraph 2.2 b regarding immediate notification to State contact
when ambiguities, discrepancies, omissions, etc., are discovered.

h. Award of Contract
Award of contract, if made, will be in accordance with the RFP SECTION 9 –
Proposal Evaluation, to a responsible Bidder whose Final Proposal complies
with all the requirements of the RFP documents and any addenda thereto,
except for such immaterial defects as may be waived by the State. Award, if
made, will be made within 45 days after the scheduled date for Contract
Award specified in SECTION 1; however, a Bidder may extend the offer
beyond 120 days in the event of a delay of contract award.
The State reserves the right to determine the successful Bidder(s) either on
the basis of individual items or on the basis of all items included in its RFP,
unless otherwise expressly provided in the State's RFP. The State reserves
the right to modify or cancel in whole or in part its RFP.
Unless the Bidder specifies otherwise in its proposal, the State may accept
any item or group of items of any proposal. The State reserves the right to
modify or cancel in whole or in part its RFP.
Written notification of the State's intent to award will be made to all Bidders. If
a Bidder, having submitted a Final Proposal, can show that its proposal,
instead of the proposal selected by the State, should be selected for contract
award according to the rules of this paragraph, the Bidder will be allowed to
submit a protest of the Intent to Award, according to the instructions
contained in 2.5 – Other Information.
i. Debriefing

SECTION 2 – Page 12

State of California

IWTS RFP-DGS-3037

A debriefing may be held after contract award at the request of any Bidder for
the purpose of receiving specific information concerning the evaluation. The
discussion will be based primarily on the technical and cost evaluations of the
Bidder's Final Proposal. A debriefing is not the forum to challenge the RFP
specifications or requirements.
2.4 Contractual Information
a. Contract Form
The State has model contract forms to be used by State agencies when
contracting for Information Technology or Telecommunications goods and
services. The model contract(s) appropriate for the specific requirements of
this RFP are included in the RFP, Appendix A.
b. Specific Terms and Conditions
In this competitive bidding, the contract to be awarded is included in the
solicitation document in its final form, and any alteration by a Bidder will result
in rejection of its proposal.
c. Term of Contract
The State intends to retain the required goods and services for at least the
period specified elsewhere in this RFP. Ideally, the term of the contract will
be for the specified period. If the State requires the contract to be terminated
during the contract period, such a requirement will be specified in the
Concession Contract language in Appendix A of this RFP. The State will
accept a contract for a longer period than specified if, at the sole option of the
State, the contract may be terminated at the end of the period specified with
or without the payment of termination charges. Such termination charges, if
any, must be included in the evaluated cost of the proposal.
2.5 Other Information
Article 2. Protest Procedure
1406.

Notice of Intent to Protest; Service List
a)

An unsuccessful Bidder who intends to protest the awarded
contract pursuant to this chapter must inform the Coordinator. The
Notice of Intent to Protest must be in writing and must reach the
Coordinator within the number of days specified in the Solicitation,
which shall be not less than 1 working day and not more than 5
working days after the posting of the Notice of Intent to Award
Contract, as specified in the Solicitation. Failure to give written
SECTION 2 – Page 13

State of California

IWTS RFP-DGS-3037

notice by Close of Business on that day shall waive the right to
protest.
b)

On the day after the final day to submit a Notice of Intent to Protest,
the Coordinator shall make a service list consisting of those Bidders
who did submit a Notice of Intent to Protest, the Awardee, and the
Contracting Department. The Coordinator shall include addresses
and facsimile (fax) numbers on this list and shall forward this
service list to those Bidders who submitted a Notice of Intent to
Protest.

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.
1408.

Filing a Protest
a)

A protest is filed by the submission of: the Detailed Written
Statement of Protest and any exhibits specified in section 1412; a
check or money order made payable to the Office of Administrative
Hearings (OAH) for the filing fee of $50; and the arbitration deposit
as specified in subsection (c) or (d) to the Coordinator by the Close
of Business on the 7th working day after the time specified in the
Solicitation for written Notice of Intent to Protest under section
1406. A copy of the Detailed Written Statement of Protest and
exhibits must also be served on all Parties named in the service list
as specified in section 1406. A Protestant who fails to comply with
this subsection waives Protestant's right to protest.

b)

Protestant(s) must provide a fax number. Notification by facsimile
is sufficient for service. If the Detailed Written Statement of Protest
is sent to the Coordinator by facsimile, Protestant must:
Verify that the pages sent were all received by the Coordinator;
and
Remit the required deposit and filing fee to Coordinator by any
reasonable means. If sending via carrier, the postmark date or
equivalent shall be used to determine timeliness.

c)

Each Protestant not certified as a Small Business shall make a
deposit of the estimated arbitration costs, by check or money order
made payable to the Office of Administrative Hearings, as
determined by the Estimated Contract Value.
For contracts up to $100,000.00, the deposit shall be $1500.00.

SECTION 2 – Page 14

State of California

IWTS RFP-DGS-3037

For contracts of $100,000.00 up to $250,000.00, the deposit shall
be $3,000.00.
For contracts of $250,000.00 up to $500,000.00, the deposit shall
be $5,000.00.
For contracts of $500,000.00 and above, the deposit shall be
$7,000.00.
Failure to remit a timely required deposit waives the right of
protest.
Any refund to Protestant(s) shall be made per section 1436.
d)

Each Protestant certified as a Small Business shall submit a copy
of the Small Business Certification in lieu of the deposit specified in
subsection (c). If Protestant is a Small Business and the protest is
denied by the arbitrator, the Contracting Department shall collect
the costs of the arbitration from Protestant. If Protestant does not
remit the costs due, the Contracting Department may offset any
unpaid arbitration costs from other contracts with Protestant and/or
may declare Protestant to be a non-responsible Bidder on
subsequent solicitations.

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.
1410.

Grounds for Protest
a)

b)

The Public Contract Code, at section 12126(d) provides: Authority
to protest under this chapter shall be limited to participating
Bidders.
1)

Grounds for Major Information Technology Acquisition
protests shall be limited to violations of the Solicitation
procedures and that the Protestant should have been
selected.

2)

Any other acquisition protest filed pursuant to this chapter
shall be based on the ground that the bid or proposal should
have been selected in accordance with selection criteria in
the Solicitation document.

The burden of proof for protests filed under this chapter is
preponderance of the evidence, and Protestant(s) must bear this
burden.

SECTION 2 – Page 15

State of California

IWTS RFP-DGS-3037

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.
1412.

Detailed Written Statement of Protest
a)

The Detailed Written Statement of Protest must include the grounds
upon which the protest is made, as specified in 1410(a).

b)

The Detailed Written Statement of Protest shall contain reasons
why Protestant should have been awarded the contract.
1)

For Major Information Technology Acquisition and
Telecommunications protests, the Detailed Written
Statement of Protest must specify each and every
Solicitation procedure which was violated and the manner of
such violation by specific references to the parts of the
Solicitation attached as exhibits and why, but for that
violation, Protestant would have been selected.

2)

For other acquisition protests, the Detailed Written
Statement of Protest must specify each and every selection
criterion on which Protestant bases the protest by specific
references to the parts of the Solicitation attached as
exhibits.

3)

For all protests, Protestant must specify each and every
reason that all other Bidders who may be in line for the
contract award should not be awarded the contract.

c)

The Detailed Written Statement of Protest must be limited to 50
typewritten or computer generated pages, excluding exhibits, at a
font of no less than 12 point or pica (10 characters per inch), on 8
1/2 inch by 11-inch paper of customary weight and quality. The
color of the type shall be blue-black or black. In addition to a paper
copy, the arbitrator may request that a Protestant submit such
information on computer compatible diskette or by other electronic
means if the Protestant has the ability to do so.

d)

Any exhibits submitted shall be paginated and the pertinent text
highlighted or referred to in the Detailed Written Statement of
Protest referenced by page number, section and/or paragraph and
line number, as appropriate.

e)

The Detailed Written Statement of Protest shall not be amended.

SECTION 2 – Page 16

State of California

IWTS RFP-DGS-3037

f)

Protestant(s) may not raise issues in hearing which were not
addressed in the Detailed Written Statement of Protest.

g)

A Protestant who fails to comply with this subsection waives
Protestant's right to protest.

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.
1414.

Review by Coordinator
a)

Within 2 working days after receipt of the Detailed Written
Statement of Protest, the Coordinator shall notify the Contracting
Department and the Awardee of a potential protest hearing.

b)

The Coordinator shall review the Detailed Written Statement of
Protest within 5 working days after receipt to preliminarily determine
if the protest is frivolous and notify Protestant of the option to
withdraw or proceed in arbitration.
1)

If Protestant withdraws the protest within 2 working days
after the notification by the Coordinator of a preliminary
determination of frivolousness, the Coordinator shall
withdraw the preliminary finding of frivolousness and refund
Protestant’s deposit and filing fee.

2)

If the Protestant previously filed two protests under the
Alternative Protest Pilot Project preliminarily determined
frivolous by the Coordinator but then withdrew or waived
them before the arbitration decision, the Coordinator shall
make final the preliminary determination of frivolousness for
the Department of General Services. If the Protestant does
not choose to post a bond in the amount specified in the
Solicitation and arbitrate this Department determination,
Sanctions will be imposed as of the date of the Department
of General Services’ determination of frivolousness.

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.
1416.

Review and Response by Contracting Department and Awardee
a)

The Awardee shall have 7 working days after notification by the
Coordinator to submit to the Coordinator and Protestant a response
to the Detailed Written Statement of Protest.

SECTION 2 – Page 17

State of California

IWTS RFP-DGS-3037

b)

The Contracting Department, in conjunction with the Coordinator,
shall have 7 days after the filing of the Detailed Written Statement
of Protest to send a response to Protestant and Awardee.

c)

Responses shall follow the standards set forth in section 1412(c)
and (d).

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.
1418.

Bond Requirement
a)

If the Coordinator has determined that a protest is frivolous and the
Protestant does not withdraw the protest, the Protestant shall be
required to post a bond in an amount not less than 10% of the
Estimated Contract Value.

b)

The percentage of the bond shall be determined by the Contracting
Department and specified in the Solicitation.

c)

Protestant shall post the bond, pursuant to Chapter 2 (commencing
with section 995.010) of Title 14 of Part 2 of the Code of Civil
Procedure, within 15 working days of the filing of the Detailed
Written Statement of Protest or shall be deemed to have waived the
right to protest.
1)

If the arbitrator determines that the protest is frivolous, the
bond shall be forfeited to Procurement and the
Coordinator will impose Sanctions.

2)

If the arbitrator determines that the protest is not frivolous,
the bond will be returned to the Protestant and no Sanctions
imposed.

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: CODE OF CIVIL PROCEDURE SECTIONS 995.010 ET.
SEQ.; PUBLIC CONTRACT CODE SECTIONS 12125-12130.
Article 3. Arbitration Procedure
1420.

Arbitration Process
Within 19 calendar days after the Notice of Intent to Award has
been posted, the Coordinator shall consolidate all remaining
protests under the Solicitation, and send to OAH:

SECTION 2 – Page 18

State of California

IWTS RFP-DGS-3037

a)

A copy of all Detailed Written Statements of Protest;

b)

OAH filing fees;

c)

Arbitration deposits, and/or notice that any Protestant is a Small
Business;

d)

Awardee responses;

e)

Coordinator/Contracting Department responses;

f)

The Solicitation File; and

g)

Notice to OAH whether interpreter services will be needed for any
Protestant or Awardee. OAH shall arrange interpreter services
which shall be paid by the Contracting Department.

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.
1422.

Selection of Arbitrator
a)

Within 2 working days after receipt of the protest from the
Coordinator, OAH shall furnish the names of ten arbitrators to
Protestant(s), the Awardee, and the Coordinator. The arbitrator list
shall include administrative law judges who are employees of OAH
and contract private arbitrators who are not employees of the State
of California. Protestant(s), the Awardee, and the Coordinator may
each strike two of the ten names and notify OAH within 2 working
days.
Protestant(s) may also indicate if they prefer a contract arbitrator or
an OAH administrative law judge. OAH may then select as
arbitrator any name not stricken and shall notify Protestant(s), the
Awardee, and the Coordinator within 2 working days. If all names
are stricken, the Director of OAH shall appoint an arbitrator.

b)

A proposed arbitrator shall be disqualified on any of the grounds
specified in Section 170.1 of the Code of Civil Procedure for the
disqualification of a judge.

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.
1424.

Authority of Arbitrator
a)

Arbitrators are authorized to:
SECTION 2 – Page 19

State of California

IWTS RFP-DGS-3037

1)

Administer oaths and affirmations;

2)

Make rulings and orders as are necessary to the fair,
impartial, and efficient conduct of the hearing; and

3)

Order additional deposits from Protestant(s) to cover
additional estimated costs. If OAH does not receive the
required deposit(s) in the time specified, the right to protest
will be deemed waived.

b)

The arbitrator shall have exclusive discretion to determine whether
oral testimony will be permitted, the number of witnesses, if any,
and the amount of time allocated to witnesses.

c)

It shall be in the arbitrator’s exclusive discretion to determine
whether to:

d)

1)

Conduct a pre-hearing conference; and/or

2)

Permit cross-examination and, if so, to what extent; and/or

3)

Review documents alone for all or part of the protest.

It shall be in the arbitrator’s exclusive discretion to determine
whether additional responses and rebuttals are to be submitted,
and the timelines and page limits to be applied.

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.
1426.

[Basis of Decision]
Decision based in whole or in part on documents alone. Any Party may
request that the arbitrator base the arbitrator’s decision on documents
alone. It shall be the arbitrator’s exclusive discretion to do so.

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.
1428.

Pre-Hearing Conference
a)

If the arbitrator determines that a pre-hearing conference is
necessary, OAH shall set the time and place and notify
Protestant(s), the Awardee, and Procurement at least 5 working
days prior to the pre-hearing conference.

SECTION 2 – Page 20

State of California

b)

c)

IWTS RFP-DGS-3037

The pre-hearing conference shall be held to identify and define
issues in dispute and expedite the arbitration. The parties should
be prepared to discuss, and the arbitrator may consider and rule
on, any of the following matters applicable to the protest:
1)

Clarification of factual and legal issues in dispute as set forth
in the Detailed Written Statement of Protest.

2)

The extent to which testimony shall be permitted and the
extent to which cross-examination will be allowed.

3)

Identity of and limitations on number of witnesses, need for
interpreters, scheduling and order of witnesses, etc.

4)

Any other matters as shall promote the orderly and efficient
conduct of the hearing.

At the prehearing conference, Protestant(s), the Awardee, and
Procurement shall deliver a written statement which contains the
name of each witness a party wishes to call at hearing along with a
brief written statement of the subject matter of the witness's
expected testimony. If the arbitrator, in his or her exclusive
discretion, allows an expert witness to be called, the party calling
the witness shall provide the name and address of the expert along
with a brief statement of the opinion the expert is expected to give.
The party shall also attach a statement of qualifications for the
expert witness.

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.
1430.

Scheduling the Hearing
The arbitrator shall schedule the date, time, and place of hearing and
notify all Parties.

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.
1432.

Discovery
The arbitrator has exclusive discretion to issue subpoenas and/or
subpoena duces tecum. There shall be no right to take depositions, issue
interrogatories, or subpoena persons or documents.

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
SECTION 2 – Page 21

State of California

IWTS RFP-DGS-3037

REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.
1434.

Attendance at Hearings
The Arbitration hearings shall be open to the public unless the arbitrator,
in his or her exclusive discretion, determines that the attendance of
individuals or groups of individuals would disrupt or delay the orderly
conduct or timely completion of the proceedings.

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.
1436.

Arbitrator's Decision
a)

The final decision shall be in writing and signed by the arbitrator. It
shall include a Statement of the Factual and Legal Basis for the
decision, addressing the issues raised in the Detailed Written
Statement(s) of Protest, and shall include an order upholding or
denying the protest(s). The arbitrator’s order shall not award a
contract.

b)

A copy of the decision shall be sent by regular mail to Procurement,
the Contracting Department, the Awardee, and Protestant(s) within
45 calendar days after the filing of the first Detailed Written
Statement of Protest. In the arbitrator’s exclusive discretion, this
timeline may be extended for an additional 15 calendar days. The
arbitrator's failure to issue a decision within the time specified by
this section shall not be a ground for vacating the decision.

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.
1437.

Costs; Sanctions
a)

For protests not determined frivolous by Procurement:
1)

If the arbitrator denies the protest, Protestant(s) will be liable
for all costs of the arbitration. After July 1, 1999,
Procurement shall also impose Sanctions, pursuant to Public
Contract Code section 12126(e), if a protest was filed in the
previous fiscal year on a procurement, the value of which
was in excess of 1 million dollars and which was not upheld.
Sanctions shall take effect from the date of the arbitrator's
decision.

SECTION 2 – Page 22

State of California

IWTS RFP-DGS-3037

2)

If the arbitrator upholds the protest, the Contracting
Department shall pay for all costs of the arbitration and
Protestant(s) will be refunded the deposit by OAH.

b)

If Procurement determined that the protest was frivolous and the
arbitrator affirms that the protest is frivolous, the bond shall be
forfeited to Procurement, the protest will be denied, and
Protestant(s) will be liable for all costs of the arbitration.
Procurement will notify Protestant(s) that Sanctions shall take
effect, pursuant to Public Contract Code section 12126(e), from the
date of the arbitrator's decision.

c)

If Procurement determined that the protest was frivolous and the
arbitrator determines that the protest is not frivolous, any bond(s)
posted by Protestant(s) shall be returned.
1)

If the arbitrator denies the protest, Protestant(s) shall be
liable for half of the costs of the arbitration. The Contracting
Department shall pay the remaining half of the arbitration
costs. After July 1, 1999, Procurement shall also impose
Sanctions, pursuant to Public Contract Code section
12126(e), if a protest was filed in the previous fiscal year on
a procurement, the value of which was in excess of 1 million
dollars. Sanctions shall take effect from the date of the
arbitrator's decision.
2) If the arbitrator upholds the protest, the Contracting Department
shall pay for all costs of the arbitration and Protestant(s) will be
refunded the deposit by OAH.

d)

A Protestant who withdraws his or her protest before the arbitrator’s
decision has been issued will remain liable for all arbitration costs
up to the time of withdrawal. These costs include, but are not
limited to, the arbitrator’s time in preparation, prehearing
conferences, and hearing the protest. If Procurement deemed the
protest frivolous, any bond posted shall be forfeited to Procurement
and Sanctions, pursuant to Public Contract Code section 12126(e),
will be imposed as of the date of the Department of General
Services’ determination of frivolousness.

e)

Except as provided in (f), if any costs are determined to be payable
by Protestant(s), that amount shall be subtracted from deposit(s) of
Protestant(s) as ordered by the arbitrator. Any additional costs
shall be billed to Protestant(s) and any refunds shall be sent to
Protestant(s) by OAH.

SECTION 2 – Page 23

State of California

f)

IWTS RFP-DGS-3037

If a Protestant is a Small Business, then the Contracting
Department shall pay OAH all arbitration costs and collect the
amount due from Protestant.

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.
1438.

Judicial Review
The grounds for judicial review shall be as set forth in Chapter 4 of
Title 9 of Part III of the Code of Civil Procedure (commencing with
section 1285).

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.
1440.

Transcripts
a)

A party desiring a transcript of the proceedings shall contact the
OAH Transcript Clerk to make arrangements to pay for preparation
of the transcript. Prior to preparation of the transcript, a deposit
equal to the estimated cost of the transcript shall be paid.
Preparation of the transcript will be arranged by the OAH Transcript
Clerk. The deposit shall be applied to the actual cost and any
excess shall be returned to the party that submitted the request.
Any balance due shall be paid by the party or a representative on
behalf of the party requesting the transcript before the transcript is
released to the requesting party.

b)

Unless a record of a proceeding or any portion thereof was sealed,
any person may request a transcript or a recording of the
proceeding. If a record of a proceeding or any portion thereof was
sealed, only parties to the proceeding may request a transcript of
the sealed portions, and the sealed portions shall not be disclosed
to anyone except in accordance with the order sealing the
proceeding or subsequent order.

NOTE: AUTHORITY: PUBLIC CONTRACT CODE SECTION 12126.
REFERENCE: PUBLIC CONTRACT CODE SECTIONS 12125-12130.

SECTION 2 – Page 24

State of California

IWTS RFP-DGS-3037

Exhibit 2-A
Competitive Procurement Responsiveness
The purpose of competitive procurement is to secure public objectives in the most
value-effective manner and avoid the possibilities of graft, fraud, collusion, etc.
Competitive procurement is designed to benefit the public body (the State, in the
present context), and is not for the benefit of the Bidders. It is administered to
accomplish its purposes with sole reference to the public interest. It is based upon full
and free proposing to satisfy State specifications, and acceptance by the State of the
most value-effective solution to the State's requirements, as determined by the
evaluation criteria contained in the RFP.
Competitive procurement is not defined in any single statute, but is more in the nature
of a compendium of numerous court decisions. From such court decisions, the
following rules have evolved, among others:
1.

Requests for Proposals must provide a basis for full and fair competitive
proposing among Bidders on a common standard, free of restrictions tending to
stifle competition.

2.

The State may modify the RFP, prior to the date fixed for submission of
proposals, by issuance of an addendum to all parties who have been furnished
with the RFP for proposing purposes.

3.

To have a valid proposal, the proposal must respond and conform to the request,
including all the documents which are incorporated therein. A proposal which
does not literally comply may be rejected.

4.

For a variance between the request for proposals and the proposal to be such as
to preclude acceptance (the proposal must be rejected), the variance or deviation
must be a material one.

5.

State agencies usually have the express or implied right to reject any and all
proposals in the best interests of the State. Proposals cannot, however, be
selectively rejected without cause.

6.

Proposals cannot be changed after the time designated for receipt and opening
thereof. No negotiation as to the scope of the work, amount to be paid, or
contractual terms is permitted.

7.

A competitive proposal, once opened and declared, is in the nature of an
irrevocable option and a contract right of which the public agency cannot be
deprived without its consent, unless the requirements for recession are present.
All proposals become public documents.

SECTION 2 – Page 25

State of California

IWTS RFP-DGS-3037

8.

Proposals cannot be accepted "in part," unless the invitation specifically permits
such an award.

9.

Contracts entered into through the competitive bidding process cannot later be
amended, unless the Request for Proposals includes a provision, to be
incorporated in the contract awarded, providing for such amendment.

Since competitive procurement became the required method for securing certain EDP
or telecommunications goods or services, the State has received a number of bids
which were deemed to be non-responsive to the Invitation for Bids or which could not
be considered as valid bids within the competitive bidding procedures. Nonresponsive bids or bids which contain qualifications must be rejected. Many of the
causes for rejection arise from either an incomplete understanding of the competitive
bidding process or administrative oversight on the part of the Bidders. The examples
below are illustrative of more common causes for rejection of bids. These examples
are listed to assist potential Bidders in submission of responsive bids.
1.

A bid stated, "The prices stated within are for your information only and are
subject to change."

2.

A bid stated, "This proposal shall expire thirty (30) days from this date unless
extended in writing by the ____ Company." (In this instance award was
scheduled to be approximately 45 days after bid submittal date.)

3.

A bid for lease of EDP equipment contained lease plans of a duration shorter
than that which had been requested in the Invitation For Bid (IFB).

4.

A personal services contract stated, " , in its judgment, believes that the
schedules set by the State are extremely optimistic and probably unobtainable.
Nevertheless, __ will exercise its best efforts . . ."

5.

A bid stated, "This proposal is not intended to be of a contractual nature."

6.

A bid contained the notation "prices are subject to change without notice."

7.

A bid was received for the purchase of EDP equipment with unacceptable
modifications to the Purchase Contract.

8.

A bid for lease of EDP equipment contained lease plans of a duration longer than
that which had been requested in the IFB with no provision for earlier termination
of the contract.

9.

A bid for lease of EDP equipment stated, "...this proposal is preliminary only and
the order, when issued, shall constitute the only legally binding commitment of
the parties."

SECTION 2 – Page 26

State of California

IWTS RFP-DGS-3037

10.

A bid was delivered to the wrong office.

11.

A bid was delivered after the date and time specified in the IFB.

12.

An IFB required the delivery of a performance bond covering 25 percent of the
proposed contract amount. The bid offered a performance bond to cover "x"
dollars which was less than the required 25 percent of the proposed contract
amount.

13.

A bid did not meet contract goal for Disabled Veterans Business Enterprise
(DVBE) participation and did not follow the steps required by the bid to achieve a
"good faith effort."

14.

A bid appeared to meet contract goal for DVBE participation with the dollars
submitted, but the Bidder had miscalculated the bid costs. When these
corrections were made by the State, the Bidder's price had increased and the
dollars committed for DVBE participation no longer met goal. The Bidder had not
followed the steps to achieve a "good faith effort."

SECTION 2 – Page 27

State of California

IWTS RFP-DGS-3037
SECTION 3 – Current Environment

3.1 Purpose
The purposes of this section are to provide a clear description of the current
environment relating to the Inmate/Ward Telephone System (IWTS) and to provide an
introduction to the principal stakeholders and user groups of the IWTS.
The State of California administers its youth and adult correctional system through two
primary departments:
1.The California Department of Corrections (CDC)
2.The California Youth Authority (CYA)
CDC and CYA report to the Youth and Adult Correctional Agency (YACA) and whose
Secretary reports directly to the Governor and serves on the Governor’s Cabinet.
CDC and CYA oversee an offender population exceeding 168,000 inmates/wards and
126,200 parolees. In accordance with the Governor’s Budget, CDC will be
implementing new programs that will reduce institution population by providing new
education programs, reducing parole revocations, and placing eligible inmates into
drug treatment aftercare programs. These programs are projected to reduce the
average daily inmate population in fiscal year (FY) 2003-04 by 5,671 and FY 2004-05
by 14,748. The following description is designed to provide a high-level overview of
both CDC and CYA and the functions common to both agencies.
3.2 California Department of Corrections
CDC operates all state prisons, oversees a variety of community correctional facilities,
and supervises all parolees. CDC is responsible for more than 300,000 felons and has
approximately 48,000 staff. Some offenders under CDC custody serve their
commitment in another state, at a Federal prison, or in the country of their birth.
Similarly, CDC houses offenders from CYA, other states, Federal prisons, and county
jails.
CDC operates 32 state prisons ranging from minimum to maximum security as well as
38 California Department of Forestry (CDF)/CDC camps, 12 community correctional
facilities (CCF), eight (8) prisoner mother facilities, two (2) family foundations female
treatment centers and one (1) Female Offender Treatment and Employment Program
(FOTEP). Currently one (1) additional facility at Delano II (in Delano, CA) is under
construction and will be activated in Spring 2005. Delano II will require phone services
from the Contractor.
3.3 CDC Organization Units
A Director, who is an appointee of the Governor, heads CDC. The key organizational
units involved with the delivery of services to offenders include Field Operations and
SECTION 3 – Page 1

State of California

IWTS RFP-DGS-3037

Support Services. Within Field Operations, the Institutions Division, Parole and
Community Services Division, and Health Care Services Division provide services to
offenders. Support Services contains the Information Systems Division and the
Facilities Management Division. A brief overview of each major unit follows1:
a. Institutions Division (ID)
The ID is CDC’s largest organizational entity and is responsible for all prisons,
camps, and Community Correctional Centers. ID also oversees treatment of
inmates at the California Medical Facility’s Department of Mental Health. The
Division maintains information such as inmate demographics, special
program needs, gang affiliation, and property.
b. Parole and Community Services Division (P&CSD)
P&CSD supervises offenders who have been released on parole. The
Division investigates and supervises all offenders released on parole and
mandatory supervision based on the offender’s conditions of parole.
c. Health Care Services Division (HCSD)
HCSD provides a full range of direct and ancillary health care services to the
inmate and some of the parolee population under CDC’s jurisdiction.
d. Information Systems Division (ISD)
ISD designs and maintains information systems for CDC. The ISD establishes
the Department’s overall automation infrastructure and manages the
development and support of departmental information systems and Personal
Computer (PC) applications. The ISD ensures the compatibility and
connectivity of all proposed automation projects. ISD also provides Wide-Area
Network connectivity for major CDC information systems.
e. Telecommunications Branch (TB)
Located within CDC Facilities Management Division, TB provides the entire
range of Telecommunication services, from planning through installation,
maintenance and replacement for all Institutional telephones, Departmental
radio and communication systems. TB is also responsible for administration
of inmate phones, related equipment, and public payphones, utilizing the
DGS master contracts.

1

Adapted from Strategic Offender Management System documentation. http://www.cdc.state.ca.us/SOMS/

SECTION 3 – Page 2

State of California

IWTS RFP-DGS-3037

f. Law Enforcement and Investigations Unit (LEIU)
Administered at CDC Headquarters, LEIU is responsible for departmental
security, major crime investigations, security details for private citizens and
officers, threat assessments, gang services, and fugitive investigations and
apprehensions. LEIU also provides functional supervision to institutional
Investigative Services Units (ISU’s), which also report to the warden. Located
in five regional offices statewide2, LEIU has approximately 100 agents and 50
parole agents. Each correctional institution has an ISU comprised of three to
ten institutional staff. LEIU agents are assigned to work with institutional ISU
staff.
g. Accounting
Offenders committed to CDC must surrender their personal funds to the Trust
Office of the institution to which they are committed. The institution’s Trust
Office accounts for all funds related to an offender. At CDC Headquarters, the
Inmate Welfare Fund/Trust Accounting Section oversees the policy and
processes related to managing offender trust funds at institutions.
3.4 CDC External Stakeholders
In addition to CDC internal processes, external organizations and end-user groups
have an interest in the information that is collected and maintained. Some of the
stakeholders include:
a. Department of Finance
The Department of Finance requires CDC to provide information regarding
the effectiveness of ongoing programs and information regarding any
proposed program enhancements or new services. CDC routinely provides
DOF with information about population and treatment programs and responds
to inquiries.
b. State Legislature
The California State Legislature requires timely and consistent information
from CDC regarding its efforts to treat, train, and educate offenders and
provide public safety services such as victim notifications. The Legislature
has become increasingly interested in outcome-based information regarding
offenders and the cost effectiveness of programs administered by the
Department.
2

Locations include Rancho Cordova, San Rafael, Rancho Cucamonga, San Diego, and Fresno.

SECTION 3 – Page 3

State of California

IWTS RFP-DGS-3037

c. California Youth Authority
CDC currently houses approximately 90 CYA wards within CDC institutions.
d. Inmate Families and Friends
Inmate families and friends are the primary end users of this contract. Many
inmates are far removed from their families and the telephone is their only
direct means of personal communication. Additionally, CDC has recently
eliminated family visitation during the week and has limited visitation to the
weekends. The State has an interest in encouraging telephone
communications, at the lowest reasonable cost between inmates and their
families and friends as a matter of good public policy.
3.5 California Youth Authority
CYA provides institutional training and parole supervision for juvenile and young adult
offenders. It is the largest youthful offender agency in the nation, with more than 6,300
young men and women in institutions and camps, and approximately 4,400 more on
parole. The Department consists of a Headquarters site in Sacramento plus an
additional 10 facilities (of which, two (2) are designated for closure in 2004), and four
(4) camps (of which, one (1) is designated for closure in 2004). As a part of the state's
criminal justice system, CYA works closely with law enforcement, the courts,
prosecutors, probation, and a broad spectrum of public and private agencies
concerned with and involved in the problems of youth.
CYA operates under a restorative justice philosophy. This approach seeks to protect
the public, restore communities, and restore victims as much as possible through the
treatment, training, and education of youthful offenders. Section 1700 of the Welfare
and Institutions Code (WIC) further specifies that in order to protect the public, the
Department is required to:
Provide a range of treatment, training, and education services for youthful
offenders committed from the courts
Assist local justice agencies with their efforts to combat crime and delinquency
Encourage the development of state and local crime and delinquency prevention
programs.
The CYA activities of public affairs/public information, equal employment opportunity,
citizen participation, legal affairs, internal affairs, legislation, and information
technology are carried out by the Office of the Director. Personnel, fiscal, facilities
planning, training, and research are the responsibilities of the Administrative Services

SECTION 3 – Page 4

State of California

IWTS RFP-DGS-3037

Branch. The Office of Prevention and Victims Services provides a range of services to
California communities and victims.
CYA receives its youthful offender population from juvenile and criminal court
commitments. About 1.3 percent of the incarcerated offenders are young adults
sentenced to the California Department of Corrections (CDC) whom the courts have
ordered housed by CYA. Those who do not complete their sentence while in CYA are
then transferred to state prisons. Unlike the adult prison cases, offenders committed
directly to CYA do not receive determinate sentences. Their parole release is
determined by the Youthful Offender Parole Board (YOPB), a separate administrative
body. In practice, the period of incarceration is determined by the severity of the
commitment offense and the offender's progress toward parole readiness. CYA's
jurisdiction for most serious felony offenders, both juvenile and young adult, ends on
the offender's 25th birthday.
3.6 CYA Organization Units
A Director who is an appointee of the Governor heads CYA. The key organizational
units involved with the delivery of services to offenders include the Institutions and
Camps Branch; Education Services Branch; Parole Services and Community
Corrections Branch, and Office of Prevention and Victim Services. A brief overview of
each major unit follows.
a. Institutions and Camps Branch
CYA operates 10 institutions and four (4) community-based fire camps throughout the
State. These facilities offer a number of housing options and programs, including high
school, to meet the varied needs of the youthful offender population. Currently two (2)
institutions provide reception, diagnostic and treatment services for males (one of
which is designated for closure in 2004). Following a period of clinical assessment and
evaluation, male offenders are assigned to a permanent program designed for
individual needs for training, treatment, and education. In addition to the diagnostic
program, each of the male reception centers has an Intensive Treatment Program for
emotionally disturbed offenders. Female offenders are received, diagnosed, treated,
and housed at the Ventura Youth Correctional Facility.
There are four (4) stand-alone Youth Correction Camps that are jointly operated with
the California Department of Forestry. Offender crews perform wild land fire prevention
and suppression work and are also involved in flood control, conservation, and
restoration activities. Youthful offenders remain under the custody of CYA correctional
staff while assigned to camps programs.

SECTION 3 – Page 5

State of California

IWTS RFP-DGS-3037

b. Education Services Branch
The Education Services Branch provides a range of specialized and general education
programs to approximately 5,900 students. Approximately 1,400 of these students
receive special education services.
c. Parole Services and Community Corrections Branch
Offenders released to the community are supervised by Parole Services and
Community Corrections staff in 16 parole offices statewide supervised by two regional
headquarter offices. Each regional office houses a Gang Information and
Apprehension Unit.
d. Office of Prevention and Victim Services
The Office of Prevention and Victims Services (OPVS) administers CYA’s delinquency
prevention and victims services responsibilities. The Delinquency Prevention Division
(DPD) is responsible for leading the Department’s prevention efforts.
e. Accounting Services
Part of the Administrative Services Branch, Accounting Services consists of a
Headquarters-based office that provides coordination and technical oversight for eight
(8) field locations. Accounting Services supports ward trust accounting (e.g., ward pay
programs) as well as restitution collections and payments. Each institution maintains
its own trust account at a local bank.
f. Internal Affairs Unit
CYA has more than 100 trained investigators throughout the state. These investigators
handle departmental investigations into ward or staff misconduct on a statewide basis.
The Internal Affairs Unit (IAU) oversees these investigators.
g. Information Technology Office
The Information Technology Office (ITO) oversees the technological infrastructure for
CYA’s telecommunications and computing environments.
The Victim Service Division (VSD) operates on the premise that the justice system is
accountable to victims and has a responsibility to offer services and implement
programs that will address the long-term impact of crime on victims.

SECTION 3 – Page 6

State of California

IWTS RFP-DGS-3037

3.7 External Stakeholders
CYA shares many stakeholders with CDC. In addition to the stakeholders previously
listed, CYA has two (2) additional external entities with which it shares information:
a. California Department of Education (CDE)
CYA operates a variety of vocational, secondary and post secondary educational
services for offenders. During the intake process, an education screening and
placement process takes place that requires information from public schools. CYA
provides various reports to the CDE.
b. Youth Offender Parole Board (YOPB)
The YOPB, a separate administrative body, determines youthful offender’s parole
dates and requirements. In practice, the period of incarceration is determined by the
severity of the commitment offense and the offender's progress toward parole
readiness.
3.8 CYA Offender Processes
a. Intake
Offenders are committed to CYA from the Juvenile and Criminal courts, based on a
variety of reasons and statutory mandates. Each county processes offender
information using a variety of county-specific forms and records. At commitment, these
records are mailed as a “referral packet” to the Intake and Court Services Section in
Central Office where intake consultants process the referral and either accept or reject
the commitment. If accepted, offender information is entered into the Offender Based
Information Tracking System (OBITS) and in the intake system to initiate the offender’s
electronic record. Intake and Court Services mails a duplicate “referral packet” to one
of the reception center-clinics, where it is used to create the offender “field file,” which
will follow the offenders wherever they are assigned, including parole.
b. Evaluate
Offenders are received from counties at the reception center-clinics. During this
process, offenders are thoroughly evaluated and their needs for treatment services are
identified and documented. The process includes collecting demographic information;
reviewing the offender’s prior record and the terms of the current commitment;
conducting a medical examination, psychological assessment and behavioral
assessment; and testing for educational level and capabilities.

SECTION 3 – Page 7

State of California

IWTS RFP-DGS-3037

c. Assign Program
This involves receiving recommendations from the reception center-clinics for offender
placement into programs and institutions; determining the availability and
appropriateness of programs; and scheduling offender to receive treatment/services.
d. Deliver Treatment and Evaluate Treatment Services
The treatment of offenders begins during the reception center-clinic assessment
process and continues throughout their CYA experiences. Following transfer to a
program institution, a parole agent is assigned to manage each offender’s training and
treatment. Treatment programs include such activities as small group and individual
counseling, gang awareness, parenting, and substance abuse counseling.
Caseworkers monitor and track the progress of offenders through these programs and
determine satisfactory completion.
Medical treatment is provided on a regular basis, as well as for medical emergencies
or other serious conditions. Each institution maintains a medical outpatient clinic for
routine medical care. Serious medical conditions are referred to local participating
hospitals.
e. Parole
Parole agents assist parolees with their initial adjustment to the community, including
intensive re-entry services, residence placement, family counseling, job development
and placement, and school enrollment. Parole staff work closely with law enforcement
to promote public protection, and with the YOPB when a parolee has violated
conditions of parole.
3.9 Overview of the Current IWTS
The following narrative describes the Inmate/Ward Telephone System (IWTS) as
currently configured. As noted in SECTION 5, it is the State’s expectation that some or
all equipment described below may need to be replaced by the successful Bidder. The
following information is provided so the Bidders may better assess critical design
issues such as available floor space, current heat loading, etc.
The current IWTS supports collect-only coinless telephone calls. The current
inmate/ward pay telephone services are provided by two vendors – MCI and Verizon.
The Department of General Services-Telecommunications Division (DGS-TD)
administers the two contracts, which include IWTS and Public Payphones Services
Statewide.
•

CDC’s inmate telephone system is designed to meet security standards and
employs special computer-based security features. The CDC inmate phone
services are provided over vendor provided platforms. The current vendors
SECTION 3 – Page 8

State of California

IWTS RFP-DGS-3037

provide approximately 2,300 telephones designed to accommodate inmateoriginated, non-confidential personal calls (See Tables 3-1 and 3-2). Coinless,
tamper-resistant telephones are designated exclusively for inmate use. CDC’s
inmate telephone systems employ special computer-based security features
intended to protect the public. These features include:
Call monitoring and recording;
Call “branding,” which indicates that a call originated from a CDC facility and
informs the called party that the call will be recorded;
A random overlay which is a recorded message randomly played throughout the
duration of the call to inform the called party that the call is from an inmate at a
California Correctional Facility;
Automated Operator Service that informs the called party of their options to
accept or decline the call by pressing a designated number in addition to having
the ability to block receiving inmate calls;
Ability to block calls to specified numbers upon request;
Programming features allowing centralized investigations; and,
Ability for inmates to make international collect calls through vendor-designated
live operators.
•

CYA’s ward telephone system operates over vendor provided platforms. The
current vendors provide over 200 telephones designed to accommodate wardoriginated, non-confidential personal calls. These coinless and tamper-resistant
phones are designated exclusively for ward use. Over the secure platform the
following features are provided;
Call branding;
Call monitoring (locations listed in Table 3-4);
Ability to block calls to specified numbers upon request; and,
Some facilities have 15-minute spring wound timer switches that can
automatically shut off the ward telephone

The IWTS equipment is owned, installed, repaired and maintained by the vendors.
The called parties pay a per call surcharge regardless of the duration of the call, in
addition to specified per minute rates that vary based upon the type of call. The
different types of calls include local, intralata, interlata, interstate, and international.
Currently the CDC and CYA rates are different (see Table , 3-5 Current Call Rates).
SECTION 3 – Page 9

State of California

IWTS RFP-DGS-3037

The Federal Communications Commission and the California Public Utilities
Commission respectively authorize these rates and surcharges.
The IWTS vendors collect all monies due for telephone calls placed on the system and
pay the State General Fund monthly commissions on collected revenues. In 20012002, this concession arrangement generated $26 million, with $25.5 million coming
from the Inmate/Ward Telephone System portion of IWTS revenue.
3.10 Inmate/Ward Coinless Telephones
The inmate/ward telephones have special tamper resistant steel housings with breakresistant handsets that are attached by armor-shielded cords and steel lanyards. The
inmate/ward telephones have push button keypads like public pay telephones;
however, they do not have coin slots because the IWTS is a collect-call only system.
All inmate telephones and most ward telephones are capable of being shut-off both
manually and remotely by CDC/CYA custody staff. All CDC institutions have a
designated quantity of inmate telephones that have volume control buttons.
3.11 Inmate/Ward Telephone Enclosures/Pedestals
Although most inmate/ward telephones are installed indoors, a number of
inmate/wards telephones are installed outside in recreation yards, etc. The
inmate/ward phones installed outside housing buildings are protected by appropriate
shelters or telephone booth enclosures (See Table 3-1 and Table 3-2).
Currently there are two types of telephone enclosures that have been provided by the
current vendors:
•

Telephone booths are currently located inside and outside. The booths have
three sides and are bolted to the floor inside and to cement outside.

•

Wall enclosures are currently located inside. Some institutions have made their
own enclosures with wood.

Some institutions have telephones that are mounted upon metal pedestals that have
been provided by the current vendors.
3.12 Facility Cable Plant and Infrastructure
All CDC and CYA institutions have a minimum of CAT3 cabling for the IWTS. All
cabling is buried, located in institutional walls, or mounted 20 feet above ground in
hardened walled conduit.
Bidders should note that a number of institutions are more than 50 years old and may
not be able to support the major modifications required for a new IWTS. It should be
SECTION 3 – Page 10

State of California

IWTS RFP-DGS-3037

noted that for security reasons, the State retains sole responsibility for performing any
changes to installed physical plant infrastructure components such as wiring and
conduits.
3.13 Monitoring and Recording Equipment
Currently the monitoring and recording equipment capabilities and types of equipment
vary at the CDC institutions, CDC/CDF camps, and CYA institutions and camps (Note:
CYA does not employ recording at any of its locations.).
•

The 32 CDC institutions, currently have Global Tel*Link LazerPhone (GTL) or
Value-Added Communications (VAC) equipment that are used by the
investigators to monitor and record inmate calls (See Table 3-1). The monitoring
and recording systems enable correctional officers to listen to, interrupt, and
terminate inmate conversations. This equipment has the capability of turning on
and off ALL institution inmate phones.
The CDC institutions also have Augat intercom Monitoring Systems that are
installed in several locations within the institution such as housing units,
observation towers, etc. This equipment allows custody staff to listen, in realtime, to inmate telephone conversations, interrupt, and terminate calls. This
equipment also has the capability of turning on and off designated inmate
phones.

The 38 CDC/CDF camps monitoring/recording capabilities vary (see Table 3-2):
Three (3) of the Camps are on institution grounds, therefore their inmate phones
are recorded and monitored by GTL equipment that is premise- based on the
MCI network at the institution.
Seven (7) of the Camps do not have monitoring/recording equipment. The
existing contract with Verizon does not include a provision to add equipment at
Camps.
In April 2004 the GTL LazerNet equipment was installed at three (3) of the
Camps. The GTL LazerNet equipment is centralized with an on-premise
workstation and printer at each Camp. The existing contract with MCI includes a
provision to install equipment at Camps.
In Summer of 2004 the GTL LazerNet equipment will be installed at 25 Camps.
The LazerNet equipment will be centralized with an on-premise workstation and
printer at each Camp..
•

The 12 CCFs currently do not use the DGS Master Contract for inmate telephone
services.

•

The two (2) Family Foundations and one (1) FOTEP do not have
recording/monitoring equipment at this time (see Table 3-3

•

The 10 CYA Facilities and four (4) Camps monitoring capabilities vary (see Table
3-4):
Six (6) CYA’s facilities have IWTS GTL equipment.

SECTION 3 – Page 11

State of California

IWTS RFP-DGS-3037

Four (4) CYA’s facilities do not have monitoring equipment.
Two (2) Camps have IWTS GTL monitoring capabilities
Two (2) Camps have generic CYA-owned monitoring systems

SECTION 3 – Page 12

State of California

IWTS RFP-DGS-3037

Table 3-1 Current Equipment at the CDC Institutions
MONITORING
EQUIPMENT

CONTRACTOR

Quantity

INMATE PHONES

Institution

Phones

Wall
Enclosures

Booths

Pedestals

Intercom
Monitoring
System

1

ASP

72

0

0

0

2

GTL

MCI

2

CAL

88

0

0

0

21

GTL

MCI

3

CCC

38

0

14

0

9

GTL

MCI

4

CCI

46

0

9

0

8

GTL

MCI

5

CCWF

82

0

0

0

16

GTL

MCI

6

CEN

96

0

0

0

22

GTL

MCI

Monitoring/
Recording
Workstation

MCI or VERIZON

7

CIM

54

26

15

4

4

VAC

VERIZON

8

CIW

29

3

16

0

3

VAC

VERIZON

9

CMC

25

0

24

0

12

GTL

MCI

10

CMF

32

0

15

0

3

GTL

MCI

11

COR

94

0

0

0

20

GTL

MCI

12

CRC

99

0

0

0

18

GTL

MCI

13

CTF

94

0

0

0

6

GTL

MCI

14

CVSP

54

0

0

0

4

GTL

MCI

15

DVI

20

0

0

4

5

GTL

MCI

16

FSP

69

0

0

0

8

GTL (2)*

MCI

17

HDSP

100

0

0

0

26

GTL

MCI

18

ISP

94

0

0

0

25

GTL

MCI

19

LAC

91

2

3

2

20

VAC

VERIZON

20

MCSP

80

0

0

0

17

GTL

MCI

NCWF**

*

16

0

0

0

N/A

N/A

MCI

30

0

0

0

5

GTL

MCI

2

15

VAC

VERIZON

0

24

GTL

MCI

21

NKSP

22

PBSP

91

2

0

23

PVSP

94

0

0

24

RJD

69

0

0

0

17

GTL

MCI

25

SAC

34

0

0

0

6

GTL

MCI

26

SATF

181

0

0

0

26

GTL

MCI

27

SCC

48

0

24

0

5

GTL

MCI

28

SOL

105

0

0

0

14

GTL

MCI

29

SQP***

71

5

0

0

12

GTL

MCI

30

SVSP

101

0

0

0

26

GTL

MCI

31

VSPW

59

0

0

0

16

GTL

MCI

32

WSP

33 Delano II****

34

0

0

0

7

GTL

MCI

N/A

N/A

N/A

N/A

N/A

N/A

N/A

2290

38

120

13

421

33

*In 2/04 the Folsom Transitional Treatment Facility (FTTF) was activated. The FTTF is a part of FSP, therefore the FSP phone
count includes the FTTF. At the time of the FTTF activation, the FSP tie cable was not completed, therefore MCI elected to install
a GTL system at the FTTF to ensure inmate phone service was available, prior to inmate activation.
**On 2/28/03 NCWF was deactivated; the inmate phones were not removed. It is unknown at this time if this facility will be
reactivated with inmates and CDC staff.
***Currently 11 of the 71 SQP phones are portable phones that are used by the condemned inmates.
****Currently under construction in Delano, CA.

SECTION 3 – Page 13

State of California

IWTS RFP-DGS-3037

Quantity

Table 3-1A CDC Institution Address – Phone Numbers

Institution

1

ASP

2

CAL

3

CCC

4

CCI

5

CCWF

6

CEN

7

CIM

8

CIW

9

CMC

10

CMF

11

COR

12

CRC

13

CTF

14

CVSP

15

DVI

16

FSP

17

HDSP

18

ISP

19

LAC

20

MCSP

21

NKSP

22

PBSP

23

PVSP

24

RJD

25

SAC

26

SATF

27

SCC

28

SOL

29

SQP

30

SVSP

31

VSPW

32

WSP

33

Delano II

Main Telephone
Line

(559) 386-0587
(760) 348-7000
(530) 257-2181
(661) 822-4402
(559) 665-5531
(760) 337-7900
(909) 597-1821
(909) 597-1771
(805) 547-7900
(707) 448-6841
(559) 992-8800
(909) 737-2683
(831) 678-3951
(760) 922-5300
(209) 835-4141
(916) 985-2561
(530) 251-5100
(760) 921-3000
(661) 729-2000
(209) 274-4911
(661) 721-2345
(707) 465-1000
(559) 935-4900
(619) 661-6500
(916) 985-8610
(559) 992-7100
(209) 984-5291
(707) 451-0182
(415) 454-1460
(831) 678-5500
(559) 665-6100
(661) 758-8400
TBD

Address

City

1 Kings Way
Avenal
7018 Blair Road
Calipatria
711-045 Center Road
Susanville
End of Highway 202
Tehachapi
23370 Road 22
Chowchilla
2302 Brown Road
Imperial
14901 South Central Avenue
Chino
16756 Chino-Corona Road
Corona
Highway 1
San Luis Obispo
1600 California Drive
Vacaville
4001 King Avenue
Corcoran
5th Street & Western
Norco
Highway 101 North
Soledad
19025 Wileys Well Road
Blythe
23500 Kasson Road
Tracy
Prison Road
Represa
475-750 Rice Canyon Road
Susanville
19005 Wileys Well Road
Blythe
44750 60th Street, West
Lancaster
4001 Highway 104
Ione
2737 West Cecil Avenue
Delano
5905 Lake Earl Drive
Crescent City
24863 West Jayne Avenue
Coalinga
480 Alta Road
San Diego
Prison Road
Represa
900 Quebec Avenue
Corcoran
5100 O'Byrnes Ferry Road
Jamestown
2100 Peabody Road
Vacaville
--San Quentin
31625 Highway 101
Soledad
21633 Avenue 24
Chowchilla
701 Scofield Avenue
Wasco
TBD
Delano

SECTION 3 – Page 14

Zip Code
93204
92233
96127
93561
93610
92251
91710
92880
93409
95687
93212
91760
93960
92225
95376
95671
96130
92225
93536
95640
93216
95531
93210
92179
95671
93212
95327
95687
94964
93960
93610
93280
93216

State of California

IWTS RFP-DGS-3037

Table 3-2 Current Equipment at the CDC /CDF Camps
Quantity

INMATE PHONES

CAMP

CAMP #

PHONES

BOOTHS

MONITORING EQUIPMENT
INTERCOM
MONITORING
SYSTEM

MONITORING/
RECORDING
WORKSTATION

CONTRACTOR

GTL LazerNet

MCI

GTL LazerNet

MCI

GTL - CCC

MCI

1

Acton

11

1

0

1

2

Alder

20

2

2

1

3

Antelope

25

2

0

4

Baseline

30

2

2

5

Bautista

36

4

4

6

Chamberlain Creek

17

3

3

2
1

GTL LazerNet

MCI
VERIZON

1

GTL LazerNet

MCI

7

Cuesta

24

3

3

GTL - CCC

MCI

8

Deadwood

23

2

2

1

GTL LazerNet

MCI

9

Delta

8

4

4

1

GTL LazerNet

MCI

1

GTL LazerNet
GTL LazerNet

MCI

1

GTL LazerNet

MCI

1

GTL LazerNet

MCI

1

GTL LazerNet

MCI

1

GTL LazerNet

MCI

1

GTL LazerNet

MCI

1

GTL LazerNet

MCI

1

GTL LazerNet

10

Devil's Garden

40

2

2

11

Eel River

31

6

0

12

Fenner Canyon

41

4

4

13

Francisquito

4

1

1

14

Gabilan

38

4

4

15

Growlersberg

33

3

3

16

High Rock

32

4

0

17

Intermountain

22

3

3

18

Ishi

18

3

0

19

Julius Klein

19

3

3

20

Konocti

27

4

4

21

Malibu (Female)

13

1

1

22

McCain Valley

21

4

4

23

Miramonte

5

1

1

24

Mount Gleason

16

1

1

25

Mountain Home

10

2

0

26

Norco**

39

N/A

N/A

27

Oak Glen

35

4

0

28

Owens Valley

26

2

0

29

Parlin Fork

6

4

4

30

Pilot Rock

15

1

0

31

Prado

28

1

0

32

Puerta La Cruz (Female)

14

2

2

33

Rainbow (Female)

2

1

1

34

Salt Creek

7

2

0

35

Sugar Pine

9

4

0

36

Trinity

3

4

0

37

Valley View

34

2

2

38

Vallecito

1

1

1

97

61

1

1

1

SECTION 3 – Page 15

MCI

MCI
VERIZON

1

GTL LazerNet

1

GTL LazerNet

1

GTL LazerNet

MCI

1

GTL LazerNet

MCI

MCI
VERIZON
MCI
VERIZON

N/A

4GTL - CRC*

MCI
VERIZON

1

GTL LazerNet

1

GTL LazerNet

MCI
MCI
VERIZON
VERIZON

1

IN Summer 2004 the GTL LazernNet equipment will be installed.
Uses the GTL at the identified institution.
3
In April 2004 the GTL LazerNet equipment was installed.
4
Norco Camp inmates live on CRC institution grounds and use the inmate phones/GTL at CRC.
2

2

1

GTL LazerNet

MCI

1

GTL LazerNet

MCI

1

GTL LazerNet

MCI

1

GTL LazerNet

MCI

1

GTL LazerNet

MCI

1

GTL LazerNet

MCI

1

GTL LazerNet

MCI

28

GTL LazerNet

State of California

IWTS RFP-DGS-3037

Table 3-2A CDC-CDF Camp Address – Phone Numbers
Site
Phone
(661) 268-0113
(707) 482-4511
(209) 984-4464
(909) 927-3600
(707) 964-3518

6
7
8
9
10
11

CDC/CDF CAMPS
ACTON
ALDER
BASELINE
BAUTISTA
CHAMBERLAIN
CREEK
DEADWOOD
DELTA
DEVILS GARDEN
EEL RIVER
FENNER CANYON
FRANCISQUITO

(530) 468-2633
(707) 425-4878
(530) 233-3553
(707) 923-2755
(661) 944-0173
(661) 296-4409

12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34

GABILAN
GROWLERSBURG
HIGH ROCK
INTERMOUNTAIN
ISHI
JULIUS KLEIN
KONOCTI
MALIBU
MCCAIN VALLEY
MIRAMONTE
MOUNT GLEASON
MOUNTAIN HOME
OAK GLEN
OWENS VALLEY
PARLIN FORK
PILOT ROCK
PRADO
PUERTA LA CRUZ
RAINBOW
SALT CREEK
SUGAR PINE
TRINITY
VALLECITO

(831) 678-1873
(530) 333-4244
(707) 946-2343
(530) 294-5361
(530) 597-2846
(626) 910-1213
(707) 994-2437
(310) 457-2253
(619) 766-4393
(559) 336-2313
(661) 947-7784
(559) 539-2334
(909) 797-0196
(760) 387-2686
(707) 964-3766
(760) 389-2233
(909) 597-3917
(760) 782-3547
(760) 728-2554
(530) 833-5479
(530) 472-3027
(530) 286-2885
(209) 736-2203

35

VALLEY VIEW

(530) 968-5107

1
2
3
4
5

Address
8800 Soledad Canyon Road
1400 Alder Camp Road
16809 New Peoria Flat Road
33015 Bautista Canyon Road
15800 Highway 20

City
Acton
Klamath
Jamestown
Hemet
Fort Bragg

17148 McAdams Creek Road
Fort Jones
6246 Lambie Road
Suisun City
Crowder Flat Road
Alturas
3850 Redwood Drive
Redway
25900 Big Rock Creek Road
Valyermo
3510 North San Francisquito
Saugus
Canyon Road
Highway 101N
Soledad
5440 Longview Lane
Georgetown
22332 Avenue of the Giants
Weott
22 Foothill Road
Bieber
Star Route 3
Paynes Creek
22550 East Fork Road
Azusa
13044 Highway 29
Lower Lake
1250 South Encinal Canyon Road
Malibu
2550 McCain Valley Road
Boulevard
49039 Orchard Drive
Miramonte
26650 North Angeles Forest Hwy
Palmdale
45260 Bear Creek Road
Springville
41100 Pine Bench Road
Yucaipa
22 Round Valley Road
Bishop
23000 Highway 20
Fort Bragg
P.O. Box 10
Crestline
14467 Central Avenue
Chino
Warner
Springs
32363 Highway 79
8215 Rainbow Heights Road
Fallbrook
10655 Round Valley Rd
Paskenta
15095 Sugar Pine Camp Road
Bella Vista
106 County Road
Lewiston
3225 Six Mile Road
Angels
Camp
3339 County Road 307
Elk Creek

Zip
Code
93510
95548
95327
92343
95437
96032
94585
96101
95560
93563
91350
93960
95634
95571
96009
96075
91702
95457
90265
91905
93641
93550
93265
92399
93514
95437
92325
91710
92086
92028
96074
96008
96052
95222
95939

Table 3-3A. CDC Family Foundations and FOTEP Addresses & Phone Numbers
Facility
Santa Fe Springs
San Diego
Fresno FOTEP

Site Phone
(562) 946-9434
(858) 467-6716
(559) 497-5823

Address
11121 Bloomfield Avenue
3050 Armstrong St.
2855 West Whitesbridge
Road

SECTION 3 – Page 16

City
Santa Fe Springs
San Diego
Fresno

Zip Code
90670
92111
93706

State of California

IWTS RFP-DGS-3037

Table 3-3 Current Equipment at the CDC Family Foundations and Female Offender Treatment and
Employment Program (FOTEP) Facilities
INMATE
PHONES

CONTRACTOR

3
3
3

VERIZON
MCI
MCI

Family Foundations
• Santa Fe Springs
• San Diego
Fresno FOTEP

Table 3-4 Current CYA Ward Telephone Equipment
YOUTH CORRECTIONAL FACILITIES & CAMPS

1
2
3
4
5
6
7

8
9
10
1
2
3
4

WARD
PAYPHONES

El Paso de Robles – Paso Robles
Fred C. Nelles – Whittier (scheduled to close in 2004)
Northern Clinic – Sacramento (scheduled to close in 2004)
Preston - Ione
Heman G. Stark - Chino
Southern Clinic - Norwalk
Ventura - Camarillo
Northern California Youth Correctional Center:
Stockton – 3 Facilities
N.A. Chaderjian - Stockton
O.H. Close - Stockton
DeWitt Nelson - Stockton
CYA Camps Include:
Ben Lomond (Camp) – Santa Cruz
Mt. Bullion Youth (Camp) – Mariposa (scheduled to close in
2004)
Pine Grove (Camp) – Pine Grove
Washington Ridge (Camp) – Nevada City
Total
* One system shared at all 3 facilities

SECTION 3 – Page 17

22
14
12
15
46
15
26

MONITORING
EQUIPMENT

GTL
GTL
GTL

24
20
19

GTL shared*
GTL shared*
GTL shared*

2

GTL

3

Non-IWTS

2
2

Non-IWTS
GTL
6-IWTS
2-Non-IWTS

222

State of California

IWTS RFP-DGS-3037

Table 3-4A YOUTH AUTHORITY CORRECTIONAL FACILITY AND CAMP ADDRESSES
DeWitt Nelson Youth Correctional Facility
7650 Newcastle Road
Stockton, CA. 95213-9003
(209) 944-6113
N.A. Chaderjian Youth Correctional Facility
7650 Newcastle Road
Stockton, CA. 95213-9004
(209) 944-6401
O.H. Close Youth Correctional Facility
7650 Newcastle Road
Stockton, CA. 95213-9001
(209) 944-6301
El Paso de Robles Youth Correctional Facility
4545 Airport Road
Paso Robles, CA. 93447-7008
(805) 238-4040
Heman G. Stark Youth Correctional Facility
15180 Euclid Ave.
Chino, CA. 91710
(909) 606-5000
Preston Youth Correctional Facility
201 Waterman Road
Ione, CA. 95640
(209) 274-8000
Ventura Youth Correctional Facility
3100 Wright Road
Camarillo, CA. 93010
(805) 485-7951
Ben Lomond Youth Conservation Camp
13575 Empire Grade
Santa Cruz, CA. 95060
(408) 423-1652
Pine Grove Youth Conservation Camp
13630 Aqueduct-Volcano Road
Pine Grove, CA. 95665
(209) 296-7581
Washington Ridge Youth Conservation Camp
11425 Conservation Camp Road
Nevada City, CA. 95959
(916) 265-4623

Note: Not listed are Fred C. Nelles Youth Correctional Facility and Mt. Bullion Youth Conservation
Camp. These locations will be closing effective June 30, 2004.

SECTION 3 – Page 18

State of California

IWTS RFP-DGS-3037

3.14 CDC Branding/Overlay Recorded Messages
The CDC California Code of Regulations, Title 15 and Department Operations Manual
(DOM) contain branding and random overlay requirements for all IWTS inmate collect
calls. The requirements were established to notify the inmates and called parties of the
monitoring and recording activities; in addition to safety and security reasons to protect
the public.
•

Inmates are made aware of the recording/monitoring by signage posted near the
inmate telephones.

•

Branding is the initial recording the inmates and called parties hear during the
inmate call process. The inmate and called party are informed “…this call and
your telephone number will be recorded and monitored…”. The message also
includes the inmate’s name and name of the institution from which the call was
made.

•

A Random Overlay Recording is played throughout the duration of the call that
informs the inmate and called party. “This recorded call is from an inmate at a
California Correctional Facility.”

•

There are also distinctive beep tones that sound every 15 seconds throughout
the duration of the call.

•

The inmate and called party cannot talk to each other when the branding is
played.

•

The random overlay is a tool to protect the public from receiving calls from
inmates by way of a third-party call. In this instance the called party may not
have heard the initial branding, however, the random overlay would alert the
called party the call is from an inmate at a California Correctional Facility.

•

The random overlay is played in the background of the call and should not block
the conversation between the inmate and called party.

3.15 CYA Branding/Overlay Recorded Messages
At all CYA locations, ward calls are announced when the call is initially placed. At the
locations where the GTL equipment has been installed, a random overlay is also
played throughout the call. This overlay states that “calls may be monitored.”

SECTION 3 – Page 19

State of California

IWTS RFP-DGS-3037

3.16 Space and Space Conditioning
As previously noted, several of the State’s older facilities predate the widespread use
of telephony. As a result, these facilities do not have dedicated switch rooms for IWTS
components. While it is the State’s appreciation that all systems currently installed
have adequate space, conditioned power, and HVAC support plants to provide for
sustained operation within design parameters, Bidders should be aware that proposed
modifications that significantly change the space or space conditioning requirements
may be problematic and should be avoided if possible. As noted in SECTION 6, the
successful Bidder will be responsible for replacement of all power conditioning and
Uninterrupted Power Supply (UPS) units; the State shall retain responsibility for all
HVAC, lighting, and shelter assets.
3.17 Call Rates
The actual current call rates and surcharges for CDC as well as the predominant CYA
rates and surcharges are reflected in Table 3-5 below.
Table 3-5 Current Call Rates

Call Type
Intrastate/Local
Intrastate/Intralata
Intrastate/Interlata
Interstate

Current
CDC
Surcharge
$1.50
$1.50
$2.00
$3.95

Current CYA
Surcharge
$.50
$.50
$.50
$3.95

Current CDC
Rate per
Minute
$.15
$.15
$.28
$.89

Current CYA
Rate per
Minute
$.05
$.05
$.05
$.89

3.18 Historical Call Volume
The Historical Call Volume for the last three years for CDC and CYA is reflected in
Table 3-6 through Table 3-9.
Bidders should be aware that call volumes contained in these tables fluctuate on a
monthly and yearly basis due to changes in the economy and/or facility operations
(e.g. inmate/ward population decreases or administrative restrictions, etc.). Under no
circumstances should Bidders assume that the State guarantees any particular volume
associated with IWTS.

SECTION 3 – Page 20

State of California

IWTS RFP-DGS-3037

Table 3-6 CDC Annual Call Types Breakdown – Actual
CDC Annual Call Types Breakdown – Actual
YEAR
CALL TYPE
05/2001-12/2001

1) LOCAL

Data
Sum of CALLS
Sum of MINUTES

2) INTRALATA

Sum of CALLS
Sum of MINUTES

3) INTERLATA

Sum of CALLS
Sum of MINUTES

4) INTERSTATE

Sum of CALLS
Sum of MINUTES

5) INTERNATIONAL

Sum of CALLS
Sum of MINUTES

6) SBC LOCAL/INTRALA

Sum of CALLS
Sum of MINUTES

05/2001-12/2001 Sum of CALLS

1,616,449
16,672,518
5,035,106
53,058,394
465,653
4,880,360
121
1,029
1,416,926
18,479,815

93,908,789

1) LOCAL

Sum of CALLS
Sum of MINUTES

2) INTRALATA

Sum of CALLS
Sum of MINUTES

3) INTERLATA

Sum of CALLS
Sum of MINUTES

4) INTERSTATE

Sum of CALLS
Sum of MINUTES

5) INTERNATIONAL

Sum of CALLS
Sum of MINUTES

6) SBC LOCAL/INTRALA

Sum of CALLS
Sum of MINUTES

2002 Sum of CALLS

65,598
703,741
1,616,697
17,629,249
6,771,179
71,468,926
601,839
6,277,694
311
3,566
2,042,946
26,644,779
11,098,570

2002 Sum of MINUTES
1/2003-9/2003

80,554
816,673

8,614,809

05/2001-12/2001 Sum of MINUTES
2002

Total

122,727,955
1) LOCAL

Sum of CALLS

2) INTRALATA

1,186,628

Sum of CALLS

1,404,857

Sum of MINUTES
3) INTERLATA

Sum of CALLS
Sum of MINUTES

4) INTERSTATE

Sum of CALLS
Sum of MINUTES

5) INTERNATIONAL

Sum of CALLS
Sum of MINUTES

6) SBC LOCAL/INTRALA

106,234

Sum of MINUTES

Sum of CALLS
Sum of MINUTES

1/2003-9/2003 Sum of CALLS

15,889,610
4,714,011
51,005,280
346,470
3,680,266
114
1,133
766,306
10,004,985
7,337,992

1/2003-9/2003 Sum of MINUTES

81,767,902

SECTION 3 – Page 21

State of California

IWTS RFP-DGS-3037

Table 3-7 CDC Annual Call Types Breakdown – 2003 Projected
CDC Annual Call Types Breakdown - Projected Full Years
YEAR
CALL TYPE
DATA
2001(Projected)

1) LOCAL

Sum of CALLS
Sum of MINUTES

2) INTRALATA

Sum of CALLS
Sum of MINUTES

3) INTERLATA

Sum of CALLS
Sum of MINUTES

4) INTERSTATE

Sum of CALLS
Sum of MINUTES

5) INTERNATIONAL

Sum of CALLS
Sum of MINUTES

6) SBC LOCAL/INTRALA

Sum of CALLS
Sum of MINUTES

2001 Projected Sum of CALLS

1,986,135
20,639,792
7,639,478
80,425,515
706,509
7,397,613
184
1,560
2,149,821
28,011,565

137,345,259

1) LOCAL

Sum of CALLS
Sum of MINUTES

2) INTRALATA

Sum of CALLS
Sum of MINUTES

3) INTERLATA

Sum of CALLS
Sum of MINUTES

4) INTERSTATE

Sum of CALLS
Sum of MINUTES

5) INTERNATIONAL

Sum of CALLS
Sum of MINUTES

6) SBC LOCAL/INTRALA

Sum of CALLS
Sum of MINUTES

2002 Sum of CALLS

65,598
703,741
1,616,697
17,629,249
6,771,179
71,468,926
601,839
6,277,694
311
3,566
2,042,946
26,644,779
11,098,570

2002 Sum of MINUTES
2003 (Forecasted)

85,122
869,214

12,567,249

2001 Projected Sum of MINUTES
2002

TOTAL

122,727,955
1) LOCAL

Sum of CALLS
Sum of MINUTES

2) INTRALATA

Sum of CALLS
Sum of MINUTES

3) INTERLATA

Sum of CALLS
Sum of MINUTES

4) INTERSTATE

Sum of CALLS
Sum of MINUTES

5) INTERNATIONAL

Sum of CALLS
Sum of MINUTES

6) SBC LOCAL/INTRALA

Sum of CALLS
Sum of MINUTES

2003 Forecasted Sum of CALLS

176,976
1,974,377
1,705,603
19,459,974
6,243,863
68,261,931
452,355
4,864,678
162
1,594
790,208
10,316,611
9,369,167

2003 Forecasted Sum of MINUTES

SECTION 3 – Page 22

104,879,165

State of California

IWTS RFP-DGS-3037

Table 3-8 CYA Annual Call Types Breakdown - Actual
CYA ANNUAL CALL TYPES BREAKDOWN - ACTUAL
YEAR
CALL TYPE
Data
05/2001-12/2001

INTERLATA

Sum of CALLS
Sum of MINUTES

INTERSTATE

Sum of CALLS
Sum of MINUTES

SBC LOCAL/INTRALA

Sum of CALLS
Sum of MINUTES

05/2001-12/2001 Sum of CALLS

INTERLATA

Sum of CALLS
Sum of MINUTES

INTRALATA

Sum of CALLS
Sum of MINUTES

LOCAL

Sum of CALLS

SBC LOCAL/INTRALA

12,939
136,106
30,512
400,857

464,955
5,425,765
13,091
136,129
13,868
143,879
4,873

Sum of MINUTES

48,902

Sum of CALLS

21,298

Sum of MINUTES
2002 Sum of CALLS

280,162
518,085

2002 Sum of MINUTES
1/2003-9/2003

4,993,986

5,530,949
Sum of CALLS
Sum of MINUTES

INTERSTATE

413,212

456,663

05/2001-12/2001 Sum of MINUTES
2002

Total

6,034,837

INTERLATA

Sum of CALLS
Sum of MINUTES

INTERSTATE

INTRALATA

Sum of CALLS

286,255
3,368,214
5,922

Sum of MINUTES

60,978

Sum of CALLS

16,261

Sum of MINUTES
LOCAL

Sum of CALLS

SBC LOCAL/INTRALA

Sum of CALLS

Sum of MINUTES

Sum of MINUTES
1/2003-9/2003 Sum of CALLS
1/2003-9/2003 Sum of MINUTES

SECTION 3 – Page 23

171,040
5,513
56,052
7,058
92,249
321,009
3,748,533

State of California

IWTS RFP-DGS-3037

Table 3-9 CYA Annual Call Types Breakdown – 2003 Projected
CYA ANNUAL CALL TYPES BREAKDOWN PROJECTED FULL YEARS
YEAR
CALL TYPE
DATA
2001(Projected)

INTERLATA

Sum of CALLS
Sum of MINUTES

INTERSTATE

Sum of CALLS
Sum of MINUTES

SBC LOCAL/INTRALA

Sum of CALLS
Sum of MINUTES

2001 Projected Sum of CALLS

6,159,525
19,532
206,102
46,060
607,008

INTERLATA

6,972,635
Sum of CALLS
Sum of MINUTES

INTERSTATE

Sum of CALLS
Sum of MINUTES

INTRALATA

Sum of CALLS
Sum of MINUTES

LOCAL

Sum of CALLS

SBC LOCAL/INTRALA

464,955
5,425,765
13,091
136,129
13,868
143,879
4,873

Sum of MINUTES

48,902

Sum of CALLS

21,298

Sum of MINUTES
2002 Sum of
CALLS

280,162
518,085

2002 Sum of MINUTES
2003

524,458

590,050

2001 Projected Sum of MINUTES
2002

TOTAL

6,034,837

INTERLATA

Sum of CALLS
Sum of MINUTES

INTERSTATE

INTRALATA

Sum of CALLS

7,890
81,875

Sum of CALLS

80,239

Sum of CALLS
Sum of MINUTES

SBC LOCAL/INTRALA

2,856,095

Sum of MINUTES

Sum of MINUTES
LOCAL

265,836

Sum of CALLS
Sum of MINUTES

2003 Sum of CALLS

1,087,605
8,503
87,624
7,686
100,481
370,154

2003 Sum of MINUTES

4,213,680

SECTION 3 – Page 24

State of California

IWTS RFP-DGS-3037
SECTION 4 – Proposed Solution

4.1 Overview
The State of California is requesting offers, through the process of this Request for
Proposal (RFP), for the provision and maintenance of inmate/ward telephone services
under one “concession” Master Contract.
It is the State’s intent to afford the Bidder the maximum latitude in proposing innovative
solutions to meet the State’s IWTS requirements. Unless a specific requirement
includes the words “shall” or “will”, which identify a compulsory requisite, nothing in the
following narrative language should be considered prescriptive in nature.
Terminology such as “the State expects” indicates a presumption by the State as to
the most likely solution to meet the State’s needs. It does not imply or mandate either
a requirement or even a preferred solution. Bidders should not feel unduly constrained
by this language. Indeed the Bidder is encouraged to propose solutions which best
meet the State’s service needs through the use of innovative yet proven technologies
that do not have unnecessary risk or uncertainty associated with them.
4.2 State’s Vision
The State seeks to improve its IWTS services through the use of innovative strategies
and requires the Bidder to propose an integrated solution to meet the State’s
comprehensive IWTS needs. The State envisions an enterprise-wide IWTS service
infrastructure that supports and facilitates the communications and data access
requirements of the State’s various IWTS stakeholder groups.
•

The primary goals behind such an infrastructure are to:

•

Reduce the cost of collect calls from inmates/wards to their families and friends;

•

Achieve greater levels of performance, especially regarding the investigative
capability of the system; and,

•

Optimize utilization of scarce State staff resources and public funds.

The State envisions the IWTS service infrastructure as able to support all of its key
business objectives.
The successful Bidder shall provide a fully operational, flexible, secure and reliable
inmate/ward telephone system, and shall provide the State the means to ensure the
lawful and legitimate use of the system. The provision of inmate/ward telephone
services is considered a critical service element and the system’s quality, performance
and reliability of service are high priorities to the State.

SECTION 4– Page 1

State of California

IWTS RFP-DGS-3037

The Bidder is required to provide required IWTS services in support of the State’s ongoing efforts to realize its vision for an enhanced IWTS system. The State views the
relationship that will evolve from this procurement effort as synergistic and symbiotic,
with both organizations strengthened by the capabilities of the other. As a result, the
State expects the successful Bidder to share a common vision and to help assist the
State in obtaining its goals.
The State desires to retain a finite set of core technology management functions,
including strategic planning, quality assurance, and Bidder/contract management. The
State will retain authority over specific IWTS functions, as follows:
a. Strategic and Operational Planning
The State will take primary responsibility for technology planning with
assistance from the Bidder. The Bidder is expected to assist in: (i)
development of goals and objectives; (ii) assessment of the current
environment; (iii) analysis of alternatives; (iv) development of recommended
directions and solutions; (v) development of technology standards; (vi)
development of implementation plans; and other areas as appropriate. The
State will also retain primary responsibility and authority (with assistance from
the Bidder) over operational planning as it relates to the development and
approval of initiatives that affect the Bidder’s scope of services, and/or
strategic directions of the State’s technology environment and contract with
the Bidder. This includes the state-wide coordination and approval of specific
departmental requests for service that are beyond the current scope of
services provided by the Bidder or that directly modify the Service Level
Agreements (SLAs) determined through this RFP process.
b. Technology Retooling Approval
The State retains the right to accept or reject any Bidder proposed technology
update plan that changes the State IWTS service system infrastructure. It is
expected that the State and the Bidder will work closely together in the
evaluation of new technologies and the development of any plans to upgrade
or update the State IWTS systems. Nevertheless, the State reserves the right
to prohibit the use of any technology that the State deems cost prohibitive or
unproven or that the State legitimately fears may endanger the reliability of
critical communications.
c. Business Process Reengineering
It is anticipated that the Bidder will propose, initiate, and conduct technology
infrastructure changes that result in business process reengineering efforts at
the State. The State will retain primary responsibility and authority over:
approving these efforts; coordinating/resolving labor-related issues; and
ensuring that performance metrics (including before and after) are accurately
and appropriately developed.
SECTION 4– Page 2

State of California

IWTS RFP-DGS-3037

d. Contract Management
The State will be responsible for managing the contract and relationship with
the Bidder. The Bidder will be responsible for managing all contracts and
relationships with subcontractors.
e. Validation and Verification
In addition to the quality assurance efforts provided by the Bidder, the State
will perform validation and verification activities over key project and
operational processes. The functions designated above as retained
authorities and primary responsibilities of the State will be performed by the
State staff and/or independent consultants hired directly by the State as
Independent Verification and Validation and (IV&V) contractors. The Bidder
is expected to cooperate with such authorities.
4.3 Service Levels
In order to provide a logical and uniform framework for considering and communicating
the State’s IWTS needs, the continuum of services included in the scope of this RFP
has been divided and grouped into service levels. There are two basic service levels,
each of which is more fully discussed below. It is important to note that, regardless of
the Service Levels, CDC and CYA data must be logically (and preferably physically)
partitioned from the other. Under no circumstances should CDC and CYA have
access to the other’s data.
The specific IWTS requirements associated with each Service Level are presented in
SECTION 6, Attachments 6-A through 6-D.
4.4 Service Level 1
Service Level 1 functionality includes the basic collect call only functionality and does
not include such functions as recording, monitoring or a Personal Identification
Number (PIN). Service Level 1, Collect Call Services, includes both the services and
equipment necessary to provide inmate/ward collect calls. The State views simple
Collect Call Service as the bare minimum of calling service acceptable, and, as such,
represents the minimum acceptable configuration. All Service Level 1 functionality
shall be provided by the successful Bidder using a centralized platform system using
off premise equipment.
CYA anticipates using Service Level 1 functionality at all its facilities throughout the life
of this contract. CYA does not desire any on premise equipment with the exception of
telephone handsets etc.
The CDC anticipates using Service Level 1 functionality at the Family Foundations and
Female Offender Treatment and Employment Program locations.
SECTION 4– Page 3

State of California

IWTS RFP-DGS-3037

4.5 Service Level 2
Service Level 2 functionality includes all of the functionality associated with Service
Level 1 and also includes additional functionality such as monitoring, recording and
PINs. Service Level 2, Monitoring and Recording Services and PIN, represents the
highest-level service for mainline correctional institutions.
CDC requires a premise-based solution for Service Level 2 at its 33 facilities
throughout the life of the contract. For the CDF/CDC Camps, the option of a
centralized platform system that uses on-premise workstations at each Camp would
be considered.
Currently CYA does not have plans to migrate any of its facilities to Service Level 2.
Should CYA migrate any or all of its facilities to Service Level 2, it may opt for premise
based or off-premise based solution.
The State is seeking a PIN services solution that relies heavily upon automated
processes. The State highly encourages the Bidder to offer a solution that minimizes
the demands on State personnel through the innovative use of technology and
streamlined processes. PIN functionality shall be proposed. However, this
functionality may or may not be implemented by any or all of the CDC and the CYA
facilities and camps.
4.6 Value-Added Features
The Bidder is to provide information on additional value added offerings, by Service
Level, that the Bidder believes might meet the State’s needs. Of particular interest to
the State is biometrics technology and pre-paid calling services and whether or not
their proposed solution has the capability to migrate to Biometrics in the future. The
value added offerings may or may not be utilized by some or all of the CDC and CYA
facilities and camps.

SECTION 4– Page 4

State of California

IWTS RFP-DGS-3037
SECTION 5 – Administrative Requirements

5.1 Introduction
In addition to meeting SECTION 6 – IWTS Requirements, Bidders must adhere to all
of the administrative requirements of this Request for Proposal (RFP) to be
responsive. These include the key action dates in SECTION 1- Introduction,
adherence to SECTION 2 – Rules Governing Competition, satisfactory completion of
SECTION 5– Administrative Requirements, completion of SECTION 7 – Pricing
Proposal, adherence to SECTION 8 – Proposal Format, and satisfactory performance
of SECTION 10 – Demonstration.
SECTION 5 consists of two (2) parts: Part 1 Mandatory Requirements and Part 2
Proposal Quality Factors:
•

Part 1 requires the Bidder to indicate if they intend to meet the specified
Administrative requirements if they are awarded the contract. The Bidder must
respond appropriately to indicate its intention regarding each administrative
requirement or group of administrative requirements.

•

Part 2 requires the Bidder to provide documentation for how they will provide
each requested document and how they will accomplish each specified
administrative requirement. Proposal Quality Factors have been established by
the State and will be used to determine an individual quality score for each
individual administrative requirement, which will cumulatively determine the total
quality score for each qualified proposal.

•

Proposal Quality Factors will be used to allocate a maximum of thirty (30) percent
(%) of a Bidder’s total proposal evaluated score. See SECTION 9 – Proposal
Evaluation for a complete description and explanation of the RFP proposal
evaluation methodology.

•

SECTION 5, Exhibits 5-A through 5-E are located at the end of this section and
must be used to certify or document compliance with specific administrative
requirements specified in Part 1 and Part 2;

•

Any exceptions or conditions complying with these administrative requirements
as stated herein should be clearly noted and a detailed explanation provided in
the Draft and Final Proposals.

SECTION 5 – Page 1

State of California

IWTS RFP-DGS-3037
Part 1
Mandatory Requirements

5.2 Statement of Work Process
The Bidder’s responses to Part 2, after acceptance by the State, shall be considered
the Statement of Work and shall become part of this contract.
•

The Bidder must provide a software product like MS Project to illustrate planning
elements including a detailed work breakdown structure, organization,
dependencies and preliminary schedules

•

No later than 21 days after contract award, a Project Initiation Meeting will be
scheduled in Sacramento, where the State and the Contractor’s team will meet
to:
o
o
o
o
o

•

Establish schedules for initial acceptance testing, transition phase and full
installation/conversion;
Establish template(s) for the conversion planning process to be used for
the installation/conversion of each CDC/CYA facility;
Establish the specific order of CDC/CYA site conversion.

No later than 30 days after the conclusion of the Project Initiations Meetings, the
Contractor will provide a revised project schedule reflecting the dates established
at the Project Initiation Meetings and will be subject to the State’s review and
approval.

Note: The State will comply with of the following provisions if the contractor chooses
to use either or both of them in their Statement of Work:
Alternative 1
Notwithstanding Appendix-A General Provisions #22 TERMINATION FOR THE
CONVENIENCE OF THE STATE, subsection c), the following shall apply:
If the Contractor and the State fail to agree on the amount to be paid because of a
termination for convenience, the State will pay the Contractor the following amounts;
provided that in no event will total payments exceed the amount payable to the
Contractor if the Contract has been fully performed:
The unamortized portion, if any, of the current month’s Concession Fee payment (“unamortized”
meaning the monthly Concession Fee amount, divided by the number of days in the month
in which the State terminates, and multiplied by the number of days remaining in that
month.); and b.The unamortized portion of the annual payment for the DGS

SECTION 5 – Page 2

State of California

IWTS RFP-DGS-3037

Telecommunications division Program Management Administration fee
(“unamortized” meaning eight hundred thousand dollars ($800,000), divided by 365,
and multiplied by the number of days remaining in the contract year in which the
State terminates the Contract); and
c. The reasonable cost of settling and paying termination settlement proposals under
terminated subcontracts that are properly chargeable to the terminated portion of the
Contract; and
d. Reasonable storage, transportation, demobilization, unamortized overhead and
capital costs, and other costs reasonably incurred by the Contractor in winding down
and terminating its work.
Alternative 2
Notwithstanding Appendix-A General Provisions #37 RIGHTS IN WORK PRODUCT,
subsection a), the following shall apply:
Notwithstanding anything to the contrary herein, State shall be the owner of and shall
be entitled to possession of all voice prints, recordings, call detail records and
institution-specific or inmate-specific information, including correspondence or other
pertinent data and information gathered by or computed by Contractor prior to
termination of this Agreement by State or upon completion of the work pursuant to this
Agreement. Contractor shall have the ability to use such information to the extent
necessary for Contractor to carry out its obligations under the Contract.
I understand and will comply with the above requirement.
Yes

No

5.3 Productive Use Requirements
The objective of the Productive Use Requirements is to allow time for any major
defects to be worked out of the Bidder’s hardware and software that are proposed for
use in this concession services contract and to ensure that all proposed products have
a record of proven use in customer environments prior to installation for State use.
a. Customer In-Use Requirement
Bidder must provide an itemized list of in-service dates for the IWTS telephones,
handsets, enclosures, lighting, operator services, dial-tone, and line access for interLATA, inter-State (including international), and intra-LATA calls. Hardware, wiring,
and cabling shall meet current National Telephone Industry Association (NTIA)
reliability standards. Enclosures and related materials shall meet all applicable
standards identified by the Federal Communications Commission (FCC) and the
California Public Utilities Commission (CPUC). IWTS telephones, line access, and
transmission quality shall meet industry standards and all State and Federal
regulations.

SECTION 5 – Page 3

State of California

IWTS RFP-DGS-3037

IWTS Hardware
Each type of hardware component installed by the Contractor under the
concession service terms and conditions of this RFP must have been
installed and in productive use, in substantially the configuration proposed,
by a customer external to the Bidder's organization, for at least six (6)
months prior to the Final Proposal due date specified in SECTION 1, 1.7 –
Key Action Dates. Thereafter, each type of hardware must have been
installed for at least six (6) months prior to installation on State property or
participating agency property.
Other Hardware
Enclosures must have been installed and in productive use, in
substantially the configuration proposed, by a customer external to the
Contractor's organization, for at least six (6) months prior to the Final
Proposal due date specified in SECTION 1, 1.7 – Key Action Dates.
System Software
Programmable software residing in the IWTS network system proposed by
the Bidder in response to this RFP must have been installed and in
productive use, in substantially the configuration proposed, by a paying
customer external to the Bidder's organization, for at least six (6) months
prior to the Final Proposal due date specified in SECTION 1, 1.7 – Key
Action Dates.
Other Software
Other software means any software in operation for the purpose of data
gathering; maintenance and reports related to, but not limited to, call
trafficking revenue/concession fee, and other related business activities.
Each item of software proposed in response to this RFP, other than that
residing in the telephone, must have been installed and in productive use,
in substantially the configuration proposed, for a customer external to the
Bidder's organization, for at least six (6) months prior to the Final Proposal
due date specified in SECTION 1, 1.7 – Key Action Dates.
The singular exception to this requirement is report software, which may
require development for the express purpose of providing reports specific
to, and required by, the State of California. However, report software
similar to that which is required shall be evaluated using this six (6) month
in-use stipulation.
I understand and will comply with the above requirements.
Yes

No
SECTION 5 – Page 4

State of California

IWTS RFP-DGS-3037

b. Eligible Equipment
The Bidder must identify the origin of the equipment to be provided. All IWTS
equipment (monitors, recorders, and call control) proposed must be new and
the latest model in current production that meet customer in-use requirements
and functional requirements. USED, SHOPWORN, REFURBISHED,
DEMONSTRATOR, PROTOTYPE, or DISCONTINUED MODELS ARE NOT
ACCEPTABLE FOR INSTALLATION.
Existing monitoring, recording and call control equipment, to the extent that
this equipment is in like new condition, is eligible to be proposed to meet the
requirements of this RFP, provided that the previous service provider can
provide certification from the manufacturer that the equipment is in like new
condition and meets all of the performance criteria as when it was new and
satisfies the IWTS requirements as specified in this RFP, in SECTION 6 –
IWTS Requirements. The current IWTS telephones may be used if mutually
agreed upon by the State, the Bidder, and the current inmate/ward phone
Contractor(s).
I understand and will comply with the above requirement.
Yes

No

c. Manufacturer(s) Verification
Bidder must provide verification of authorization to offer the hardware and
software and service proposed. Written verification must be supplied by the
manufacturer(s) acknowledging the existence of a contract or agreement with
the Bidder to purchase, supply, distribute, install, and maintain the hardware,
software, or service proposed.
I understand and will comply with the above requirement.
Yes

No

5.4 Bidder’s Qualifications and Responsibility
a. Overview
Prior to award of the contract, the State must be assured that the Bidder
selected has all of the resources required to successfully perform under the
contract. This includes, but is not limited to, personnel in the numbers and
with the skills required, equipment of appropriate type and in sufficient
quantity, financial resources sufficient to complete performance under the
contract, and experience in similar endeavors.

SECTION 5 – Page 5

State of California

IWTS RFP-DGS-3037

If, during the evaluation process, the State is unable to assure itself of the
Bidder’s ability to perform under the contract, if awarded, the State has the
option of requesting from the Bidder any information that the State deems
necessary to determine the Bidder’s responsibility. If such information is
required and it is determined that the Bidder is the appropriate source for
such information, the Bidder will be notified in writing and will be permitted
approximately five (5) working days to submit the information to the DGS
Procurement Official identified in SECTION 1 – Introduction.
b. Prime Contractor
The State considers Contractor support to be of primary importance to the
successful installation and maintenance of systems under this contract.
The successful Bidder shall be the prime Contractor and the single point of
contact to the State regarding the full scope of the proposed IWTS services
offered in response to this RFP.
In cases involving replacement of key project team members, the Contractor
must substitute personnel of at least comparable capability and experience in
a timely manner. The State reserves the right to interview and/or
approve/disapprove Contractor personnel and their replacements before the
Contractor finalizes the candidate for assignment.
The State also reserves the right to disapprove the continuing assignment of
on-site Contractor personnel without penalty for cause, including but not
limited to, unacceptable business conduct and failure to obtain either CDC or
CYA security clearance. The Contractor must make every reasonable effort
to provide suitable personnel. In the event the Contractor is unable to
immediately replace the disapproved personnel, the State may agree to an
equitable adjustment in the schedule. The State may request personal
reference(s) of the proposed replacement personnel, including the Project
Manager.
c. Project Manager
The Contractor shall designate a Project Manager to act as the single point of
contact. The Project Manager shall serve as the principal contact regarding
all contract matters including, but not limited to, the following activities:
coordination of all installations, problem resolution, customer training,
performance and acceptance testing, maintenance, liability, and on-going
support services. The Project Manager shall have the responsibility of seeing
that all requirements of the contract are carried out on time and in accordance
with the terms and conditions of the contract.
The Contractor’s Project Manager shall attend meetings in Sacramento with
CDC/CYA staff bi-weekly or as needed at no additional cost to the CDC/CYA.

SECTION 5 – Page 6

State of California

IWTS RFP-DGS-3037

The Contractor’s Project Manager, Functional Lead, and Technical Lead
assigned to this project shall have a minimum of five (5) years of experience in
the installation, operation, maintenance, and on-going support of telephone
systems comparable to IWTS. He/She shall have successfully managed the
prior installation of a system of similar size and configuration and must be able to
demonstrate in-depth knowledge of the system as proposed.
d. CDC/CYA Site Coordinator
During each installation, the Contractor shall assign an on-site coordinator.
At no time will a coordinator be in charge of more than two (2) site
installations at the same time unless mutually agreed to by the CDC and CYA
and the Contractor. The Site Coordinator shall be immediately available to be
the single point of contact to address any on-site issues that may arise during
installations.
e. Technical Support
The Contractor must provide technical design, implementation, and testing
assistance on all aspects of the proposed equipment. This may include
subcontractors or representatives from various product manufacturers who
fully understand the proposed equipment. Valid State licenses are required in
technical areas as appropriate for the work required.
Specific to CDC/CYA, the Contractor must also provide on-site assistance to
system users for a minimum of five (5) working days following equipment
installation at new institutions, central site(s), and each phase of installation at
existing institutions. A minimum of two (2) individuals capable of rendering
assistance to users of the system will be required to assist CDC/CYA
personnel with problem identification and resolution.
f. Help Desk
The Contractor must provide a Help Desk that can be accessed through a
toll-free number. A live person must answer and assist the CDC/CYA
personnel at the time the call is placed to the Help Desk, regardless of time of
day or day of week; 24 hours a day / 7 days a week.
A trouble ticket will be opened when a call is placed to the Help Desk. This
trouble ticket will not be closed until the nature of the trouble ticket has been
identified and resolved. The trouble ticket is closed when a help desk
representative makes contact with the person who opened the trouble ticket
or with the CDC/CYA designee.
g. Problem Escalation

SECTION 5 – Page 7

State of California

IWTS RFP-DGS-3037

The Contractor must have an escalation procedure for problem solving in the
event the Contractor does not provide satisfactory response to service issues.
This procedure should, at a minimum, identify the local and regional
management accountable for this project, including their direct telephone
numbers. Escalation procedures/personnel must be updated if any change in
the organization occurs.
I understand and will comply with the above requirement.
Yes`

No

5.5 Performance Bond Requirement
a. Letter of Bondability
The Bidder shall submit a Letter of Bondability as part of their Draft and Final
Proposals. Final proposals submitted without this document shall be
considered non-responsive, and the Final Proposal will be rejected.
The Letter of Bondability shall be from an admitted Surety Insurer, which
states the surety unconditionally offers to guarantee the Bidder's performance
in all respects of the terms, conditions and provisions herein to the extent of
five million dollars ($5,000,000) for the term of the contract. It must also
state, within twenty-one (21) calendar days after the date of the contract
award, the surety will execute a faithful Performance Bond.
b. Performance Bonds
Upon notification of contract award, unless submitted with the proposal, the
Bidder shall furnish to the DGS Procurement Division, at no cost to the State,
a faithful Performance Bond in the amount of five million dollars ($5,000,000)
for the term of the contract.
Failure to submit the required document within twenty-one (21) calendar days
from contract award will be sufficient grounds for the State to terminate the
contract at no cost to the State.
The Performance Bond shall be on a form from an admitted surety insurer
and must guarantee the Bidder’s compliance with the terms of the contract.
The DGS, State of California shall be identified as the beneficiary. Because
of the potential consequences that might result if the successful Bidder is
unable to furnish the Performance Bond, the Bidders should take the
necessary steps prior to submittal of their proposals to ensure that, if awarded
the contract, they will be able to comply with this bond requirement.

SECTION 5 – Page 8

State of California

IWTS RFP-DGS-3037

NOTE: Any bond execution instruction(s) requiring additional obligations for
the State will not be acceptable. All bond execution instructions, if any, must
be reviewed and approved by the State prior to the Final Proposal due date.
I understand and will comply with the above requirement.
Yes

No

5.6 Confidentiality
Except for the information deemed by law to be public record, all financial,
statistical, personal, technical, security and other information and data relating
to the Agency's operation and made available to the Contractor in order to
carry out the contract are confidential and the contractor shall sign a
Confidentiality Statement specified in SECTION 1, Exhibit 1-D.
Similarly, any Subcontractor engaged by the Contractor to provide good(s) or
service(s) to the State that requires contact with confidential State information
will also be required to protect State data. Appropriate language must be in
the contract between the Contractor and the Subcontractor and shall be made
available for review by the State upon request.
I understand and will comply with the above requirement.
Yes

No

5.7 Contractor’s License
Bidders must complete Exhibit 5-A, CONTRACTOR'S LICENSE INFORMATION for
the Prime Bidder’s firm and for any person(s) and/or firm(s) proposed to be installing
telephones, wiring, and/or cabling at the installation site(s). The Prime Bidder must
have the appropriate licenses in the name of the Bidder's firm in order to be awarded a
contract. Exhibit 5-A shall be submitted with the Draft and Final Proposals.
I understand and will comply with the above requirement.
Yes

No

5.8 Subcontractor Requirements
Any subcontractor that the IWTS Contractor chooses to use in fulfilling the
requirements of this RFP must also meet all Administrative, System, Implementation,
Service Support and Functional Requirements of the RFP as applicable. The
Contractor will be responsible for coordinating and controlling all aspects of their IWTS
proposal, including support to be provided by any subcontractor and/or secondary
contractors, and will be the sole point of contact with the State.

SECTION 5 – Page 9

State of California

IWTS RFP-DGS-3037

If this performance involves the use of one (1) or more software products proprietary to
another Contractor, the prime Contractor will be responsible for acquiring a license for
the Contractor’s use of such products from the secondary contractor(s).
I understand and will comply with the above requirement.
Yes

No

5.9 Subcontractor List
Each participating Bidder shall submit with the Draft and Final Proposal Exhibit 5-B,
LIST OF PROPOSED SUBCONTRACTORS, including pertinent license information or
indicate on the form that none are to be used.
I understand and will comply with the above requirement.
Yes

No

5.10 Statement of Non-Discrimination Compliance
The Bidder must agree to abide by the provisions of Exhibit 5-C, STATEMENT OF
NON-DISCRIMINATION COMPLIANCE.
I understand and will comply with the above requirement.
Yes

No

5.11 Federal Employer Identification Number (FEIN)
The Bidder agrees to provide the company's Federal Employer Identification Number
(Business IRS Number) with the submission of a Final Proposal. The number is to be
entered on the first page of the Concession Contract, Appendix A immediately under
the Contractor’s name box.
I understand and will comply with the above requirement.
Yes

No

5.12 Drug Free Workplace
The Bidder must agree to that all State facilities fall under the Drug Free Workplace
Act.
I understand and will comply with the above requirement.
Yes

No

SECTION 5 – Page 10

State of California

IWTS RFP-DGS-3037

5.13 Special Correctional Environment
a. Introduction
It is important that all Bidders recognize that they and their Subcontractors will
be required to comply with stringent standards and regulations at each
correctional facility to ensure the safety and security of all persons and
property.
By their nature, correctional facilities require a high level of security twentyfour hours a day, seven days a week. Because of this need to maintain
security, all potential Bidders’ must be aware of the regulations regarding
institution visits. Persons who are unfamiliar with the institution environment
can unwittingly become involved in security violations and legal difficulties.
b. Admittance Requirements
The CDC/CYA requires that a background security check be performed for all
persons prior to visiting or working at a California institution. Although an
individual has been previously cleared, they may have to go through another
background security check. For this reason, any Bidder, Contractor, or
Subcontractor personnel seeking admission must provide, two (2) weeks in
advance, the following information when scheduling a visit or when any
contract is executed which will require on-site work:
Full name
Bidder Affiliation and Job Title
Driver’s License Number, State where issued, and Expiration Date
Social Security Number
Date of Birth
Ex-Convict Status (State and Federal Level)
Outstanding Arrest Warrants
CDC requires that the Bidder complete a clearance request and sign the form
authorizing the correctional facility to acquire a criminal history.
Note: The successful Bidder must have Subcontractors cleared prior to performing
any work in a correctional facility.

SECTION 5 – Page 11

State of California

IWTS RFP-DGS-3037

I understand and will comply with the above requirement.
Yes

No

c. Security Rules for Correctional Facilities
While specific procedures may vary from one site to another, the following
security rules apply to all individuals at any California State institution:
The Warden/Superintendent at each correctional facility has complete
operational authority and responsibility. For this reason, the
Warden/Superintendent may find it necessary for security reasons to supersede
any of the following rules.
Hostages will not be recognized for bargaining purposes.
Approved Visitors/Contractors shall adhere to the following basic dress
standards:
o

Visitors shall wear shoes or sandals.

o

Visitors shall be fully clothed, No wigs or hairpieces without prior
approval. Approval shall be based upon proof of need.

Prohibited attire:
o

Visitors/Contractors shall not wear clothing that resembles state issued
inmate/ward clothing (blue chambray or blue denim). This restriction
applies to any combination of colors or materials.

o

Visitors shall not wear forest green color or camouflage patterned articles
of clothing (military-type clothing or military fatigues).

o

Visitors shall not wear transparent clothing.

o

Visitors shall not wear strapless, halter, spaghetti straps or bare midriff
clothing.

o

Visitors shall not wear tank tops/sling shot shirts.

o

Visitors shall not wear attire displaying obscene /offensive language or
drawings.

Individuals are not permitted to bring cellular telephones, pagers, two-way radios,
or cameras on-site without the Warden’s/Superintendent’s prior written approval.
In emergency situations (i.e., inmate/ward disturbances), individuals may be
asked to temporarily leave a building, site or, in some cases, the institution. In
SECTION 5 – Page 12

State of California

IWTS RFP-DGS-3037

addition, depending on the emergency, individuals may be detained for their own
safety. Prompt cooperation is required.
Individuals must not interact with inmates/wards.
The Prime Contractor is responsible for communicating security requirements to
IWTS Subcontractors.
The Contractor and Subcontractor personnel who intend to work at any institution
shall complete and submit the appropriate Request for Gate Clearance form prior
to beginning work.
The Contractor and Subcontractor personnel are strongly encouraged and may
be required to get yearly Tuberculosis tests for all staff assigned to a contract
resulting from this RFP. The costs for testing and treatment of Tuberculosis shall
be borne by the Contractor and/or Subcontractor.
The Contractor may be required to attend a brief orientation or in-service training
given by the institution before initially starting a project.
CDC requires the Contractor and Subcontractor personnel shall read, sign, and
date the Digest of Laws Relating to Association with Prison Inmates; (EXHIBIT 1F).
The Contractor and Subcontractor personnel may be required to submit to
fingerprinting.
The CDC/CYA staff will control access to the work site. Contractor and
subcontractor personnel assigned to the site will be required to enter and leave
the work site through the security station for a security check and identification.
Loss of time checking in and out shall be borne by the Contractor. An additional
ID badge may be needed by the institution for walking unescorted on the
institution’s grounds.
Contractor and Subcontractor personnel must not interact with inmates/wards.
They must not take to or from any inmate/ward any verbal or written message,
literature or reading matter, or any item, article, or substance. Giving anything
resembling a gift, tip, or reward (including cigarettes or chewing gum) to an
inmate/ward is a misdemeanor. It is also a misdemeanor to accept the same
from an inmate/ward.
No intoxicants, controlled substances, firearms, explosives, ammunition, knives,
toy weapons, or any other item that might threaten institutional security may be
brought onto institution property.

SECTION 5 – Page 13

State of California

IWTS RFP-DGS-3037

The quantity and type of tools, equipment, and materials taken into occupied
areas will be restricted and accounted for each time the Contractor or
Subcontractor personnel and escorts depart from controlled areas. The
Contractor must provide an inventory listing of equipment (vehicles and tools)
necessary for work prior to beginning work on-site.
The use of powered tools shall be by special arrangement with the
Warden/Superintendent, or their designee(s) through the CDC/CYA Project
Manager. At no time shall explosive powered tools be allowed on-site.
Equipment shall be rendered temporarily inoperative when not in use, by locking
or other means.
At the end of the workday, tools shall be stored and locked in a secure place
provided by the Contractor and approved by the Warden/Superintendent or their
designee(s).
The Contractor shall report to the CDC/CYA Project Manager, the
Warden/Superintendent or their designee(s) immediately on discovery of any
loss of tools, materials, or equipment stored or in use on the work site.
Custodial control shall be maintained over sharp cutting instruments, tools,
ropes, ladders, volatiles, quick evaporating liquids, and alcohol-based thinners.
Vehicles, equipment, materials, and persons shall be subject to inspection and/or
search by the CDC/CYA staff before entering or leaving the work site. Loss of
time in checking in or out shall be borne by the Contractor.
Ignition keys shall be removed whenever a driver is not sitting in his/her vehicle.
Unattended vehicles shall be locked.
Prior written approval by the CDC/CYA Project Manager, the
Warden/Superintendent or their designee(s) is required for delivery of materials
or equipment to the work site during other than normal working hours.
At no time shall the Contractor possess keys to the institution telephone room.
I understand and will comply with the above requirement.
Yes

No

5.14 Rules for Contractor-Initiated Site Visit(s)
Contractor visits to installation sites or to appropriate persons with the State may be
made after contract award for the purpose of Contractor familiarization with the

SECTION 5 – Page 14

State of California

IWTS RFP-DGS-3037

environment, applications, etc. The conditions appropriate for examination include,
but are not limited to:
•

Visits by the Contractor will only be made by appointment with a designated
representative of the CDC/CYA after contract awards. The appropriate contact
information will be made available at that time. At the time the appointment is
requested, the Contractor shall provide the admittance information required at
least two (2) weeks in advance for the CDC/CYA to run a background security
check.

•

Visits by the Contractor may be permitted to the extent that they do not unduly
interfere with the conducting of State business.

•

All plans for site visits are subject to change by the CDC/CYA based on the
immediate circumstances at the institution to be visited.

I understand and will comply with the above requirement.
Yes

No

5.15 Rules for Inspection of Maps, Drawings, and Floor Plans
The CDC/CYA will make available all maps, drawings, and floor plans for each site
which are pertinent to the IWTS installation. It must be understood, however, that
such plans do not always accurately reflect the actual condition or current
configuration of the various newly constructed or existing facilities. For this reason,
the CDC/CYA does not warrant the accuracy of any maps, floor plans, or drawings. It
is the Contractor’s responsibility to physically inspect all aspects of the State site that
could impact their ability to properly install the proposed system. The State will not be
held responsible for situations that arise as a result of the Contractor’s incomplete
understanding of the State’s facilities.
Bidders must complete and submit with their Final Proposals Exhibit 5-D, NOTICE ON
DRAWINGS, SCHEMATICS, AND/OR BLUEPRINTS. All maps, drawings, floor plans,
etc. provided by the CDC/CYA are confidential and are not to be taken from the
possession of the CDC/CYA. The Bidder shall protect this data from disclosure to
unauthorized persons.
All such information that is provided by the CDC/CYA regarding this contract,
subsequent contract, and specific site installations is confidential.
I understand and will comply with the above requirement.
Yes

No

SECTION 5 – Page 15

State of California

IWTS RFP-DGS-3037

5.16 Potential Presence of Lead Paint and/or Asbestos
The State or public agency shall be responsible for the remediation of any asbestos
and/or lead based paint that may be discovered. If the Contractor or Subcontractor
finds any presence of asbestos and/or lead paint, they are to notify the correctional
facility and the Telecommunications Branch immediately.
I understand and will comply with the above requirement.
Yes

No

5.17 Facilities Resources
The Contractor must identify in their final implementation plan, any resources required
from the CDC/CYA in support of the implementation, site preparation, and assistance
team. This may include, but not be limited to:
•

Electrical power

•

Parking

•

Staging

•

Secured storage area

•

Environmentally controlled location to house the IWTS equipment

•

The need for any vehicles to enter the correctional facilities “Security Perimeter”.

The State cannot guarantee that identified resources will be provided. However, the
Contractor may request resources and the State will consider the request.
I understand and will comply with the above requirement.
Yes

No

5.18 Documentation
•

Delivery
Unless otherwise stated, the following documentation shall be delivered to the
CDC/CYA on or before the date of acceptance at each installation.
Also, unless otherwise specified below, three (3) copies of all documentation
shall be provided. One (1) copy will be delivered to the telecommunications

SECTION 5 – Page 16

State of California

IWTS RFP-DGS-3037

liaison on site, and two (2) copies will be delivered to the CDC/CYA’s Project
Manager.
All documentation shall become the property of CDC/CYA. The Contractor
must include a copyright release specifically allowing the CDC/CYA to
reproduce copyrighted documentation for the purpose of training employees.
•

Operating Manuals
The Contractor shall provide operating manual(s) explaining in detail the
features of the monitor, recorder and call management related equipment.

•

Instructional Brochures
Instructional brochures shall be available to inmate/ward families explaining
the branding, monitoring, and recording requirements for all inmate/ward calls
(where applicable). The Contractor upon request shall deliver brochures to
each institution. Each institution shall be responsible for distribution of the
brochures to the inmate/ward families.

•

Drawings and Diagrams
The following documentation shall be delivered to CDC/CYA either an optical
disk or floppy disk to be compatible with CDC/CYA equipment and software
and produced by Auto-CAD™ software (to be defined by the State). The
Contractor shall validate with the State prior to the delivery as to the
acceptable software version.

•

Drawings and Diagrams as described below.
The Contractor shall provide three (3) copies of the drawings and/or diagrams
to the CDC/CYA Site Coordinators prior to the beginning of the relevant work
at each installation. These drawings and/or diagrams shall be subject to
approval by the CDC/CYA prior to the commencement of work. Such
approval does not relieve the Contractor from the responsibility of meeting all
requirements of the RFP and resultant contract. All drawings and/or
diagrams that contain special symbols either of a product- or technicalspecific nature shall contain legends denoting the meaning of the symbols.
The delivered drawings and diagrams must reflect all changes made during
the installation. The Contractor shall identify the changes by “clouding” the
original design to show both the original design and the alterations made.
If any actual installation deviates from the model system drawings and
diagrams, the Contractor shall notify the State of the deviation and provide
drawings and diagrams appropriate to the installation.

SECTION 5 – Page 17

State of California

IWTS RFP-DGS-3037

I understand and will comply with the above requirement.
Yes

No

5.19 Disaster Recovery Plan
The Contractor shall provide a disaster recovery plan for each site in which IWTS
equipment is installed. This plan shall address emergency recovery of services in the
event a natural or man-made disaster causes damage to the IWTS and a factory
replacement is necessary. The disaster recovery plan shall include, but not be limited
to, diagnosis of the problem, installation of a temporary IWTS, direct shipment of the
replacement IWTS to the site, and installation of a replacement IWTS within twentyfour (24) hours. As part of the Disaster Recovery Plan, the back-up database(s)
(produced during the scheduled monthly preventive maintenance) will be used to
restore the IWTS operating system and site-specific database. The Contractor shall
retain off-site a back up of the IWTS and leave another on-site.
A disaster or other unforeseen occurrence that results in outages or diminished
contractor services may not result in a reduction of concession fee payments.
I understand and will comply with the above requirement.
Yes

No

5.20 Inmate/Ward Equipment Testing Requirements
•

Testing of Inmate/Ward Telephone Instrument
Bidders shall identify all telephone instrument equipment and provide
documentation of its performance in their Final Proposal. The State will test
the proposed equipment during the Bidder Demonstrations period. This
IWTS telephone instrument will be destroyed in our efforts of testing. The
State must have the opportunity to test whether weapons or other contraband
may be obtained from the inmate/ward telephone instrument. The
inmate/ward telephone will not be returned and will be provided to the State
by the Bidder at no cost to the State. The purpose of the testing is to ensure
that the inmate/ward telephone instrument can withstand the inmates/wards
environment. Request from the Procurement Official the last date to receive
inmate/ward telephones for evaluation. Inmate/ward telephones must be
evaluated and found compliant or Bidder’s final Proposal will be deemed nonresponsive.

•

Testing of Inmate/Ward Telephone Enclosures

SECTION 5 – Page 18

State of California

IWTS RFP-DGS-3037

Bidders shall make inmate/ward telephone enclosures available within the
State of California for review and approval by security staff, prior to contract
award.
I understand and will comply with the above requirement.
Yes

No

5.21 Transition Phase-In and Phase-Out of IWTS Equipment
The Contractor will participate in two transition phases. The transition phase-in occurs
as part of the implementation and transition from the incumbent Contractors to the new
Contractor. The transition phase-out occurs upon the end of the Contract term or
cancellation of this Contract, whichever occurs first. The Contractor agrees to fully
cooperate with the State during the transition phases.
a. Transition Phase-In
The level of detail and coordination required between the CDC/CYA Site
Coordinator, incumbent Contractors and new Contractor will be dependent
upon whether part or all of the IWTS will be replaced. The current IWTS
equipment is owned and operated by the incumbent Contractors. The State
does not require that the new Contractor reuse any existing State systems or
components. The State requires that the incumbent Contractors will work
closely with the new Contractor in order to remove existing IWTS system
components, although the new Contractor will not be responsible for
removing any existing equipment, etc.
Upon Contract award, the CDC/CYA Site Coordinators will meet with the new
Contractor to discuss and finalize the transition and implementation plans
submitted with their response to the RFP. The State will work with the
incumbent Contractors to identify action items identified in the new
Contractor’s transition and implementation plan. The transition phase-in plan
shall be subject to continual development with the State, including review
approval and acceptance by the State until successful completion of the
transition and implementation of the IWTS is completed by the new
Contractor.
After migrating operations to the new Contractor’s service, the new Contractor
will not be required to remove any remaining unused systems components
from the State premises unless other arrangements for continued use of the
equipment on the premises have been made by the new Contractor and
agreed to by the State. In addition, assets and related operations not
required on premise shall be migrated off of state-owned properties, to the
extent and as expeditiously as practicable, to the incumbent Contractor’s
facilities.

SECTION 5 – Page 19

State of California

IWTS RFP-DGS-3037

The new Contractor has the option of using the existing inmate/ward
telephones, recorders and/or monitors if all required specifications are met
and if mutually agreed upon with the incumbent Contractors.
b. Transition Phase-Out
The Contractor is informed and understands that the State intends to engage
in a competitive procurement, and enter into a new contract for IWTS services
at the conclusion of this Contract (hereafter referenced as “IWTS II”). The
services for IWTS II may include the design and development of a new
system that is entirely separate from the IWTS. If the State will be
implementing IWTS II with a new contractor (hereafter referenced as IWTS II
contractor), the Contractor shall actively assist the State in transferring IWTS
data and services from the Contractor to the IWTS II contractor, and from the
current IWTS to the new IWTS II, if necessary.
The detail and coordination required between CDC/CYA Site Coordinator and
Contractor will be dependent upon if this Contract goes full term or if the State
cancels the Contract.
At the State’s request, and within the timeframe indicated within the
Statement of Work (SOW), the Contractor shall prepare a transition phase-out
plan documenting the transfer from IWTS to IWTS II with assistance and input
from the State and the IWTS II contractor, if applicable. The transition phaseout plan shall be subject to continual development with the State, including
review approval and acceptance by the State until successful completion of
the transition phase-out of the IWTS is completed between the Contractor
and the IWTS II contractor.
Within thirty (30) days after receipt of instruction or date of discontinuance of
Contractor service, whichever is later, the Contractor shall cause the
Equipment to be removed from State premises and transfer data from the
IWTS to the IWTS II contractor and system (if necessary) in accordance with
the transition phase-out plan. The Contractor shall execute all tasks and
provide all services and materials identified in the transition phase-out plan, or
otherwise reasonably requested by the State, to facilitate the transition and
turnover of Contractor services to the IWTS II contractor.
During the transition phase-out period the Contractor will:
Continue to provide services under the terms and conditions of the Contract for
those telephones that remain in service under this Contract during the transition
and changeover period;

SECTION 5 – Page 20

State of California

IWTS RFP-DGS-3037

Work with the State and the IWTS II contractor to completely transition the
State’s telephones to the new service provider and to coordinate the removal of
the Contractor’s existing telephones;
Ensure that the State’s telephone users will have continuity of service and will
continue to receive reliable and high quality service for those telephones of the
Contractor that remain in service during the transition phase-out period; and
Maintain all IWTS network functionality, capabilities, and services at those
locations where Contractor continues to provide services.

I understand and will comply with the above requirement.
Yes

No

5.22 Installation Environment
The State shall provide an appropriate operating environment, including electrical
power, appropriate grounding, proper air conditioning and ventilation.
Any lighting determined by the State to be needed in addition to that, which may be
provided in the telephone enclosure, will be the responsibility of the agency.
The Contractor shall provide the CDC/CYA Site coordinators with a written description
of the environmental specifications for the IWTS equipment. The Contractor shall
provide all material and labor necessary to install, test, implement and operate their
proposed IWTS solution at each participating facility.
The Contractor shall bear the full cost of installing, providing, and maintaining
telephone line access services to each CDC, CYA or other correctional site statewide.
I understand and will comply with the above requirement.
Yes

No

5.23 CDC/CYA Installation Requirements
The Contractor is required to install IWTS in facilities designated by the CDC/CYA
being constructed, being expanded, or in existing facilities in which part or all of the
IWTS is being replaced.
The following information explains how the State will work with the Contractor, how the
State expects the Contractor to work with the State, and the areas where flexibility will
be expected and required by the State on the part of the Contractor to accomplish the
installation.

SECTION 5 – Page 21

State of California

IWTS RFP-DGS-3037

a. General IWTS Requirements
The Contractor shall provide material and labor necessary to install, test, and
implement each component or part of the IWTS.
Installation costs (including Contractor staff and management support,
implementation, planning, overhead, documentation, training, and warranty)
shall be borne by the Contractor.
Security regulations apply to both new construction and existing institutions
and camps that are occupied by inmates/wards during installation.
b. New Institutions Under Construction
The CDC/CYA will provide the Contractor with a minimum of sixty (60) days
notice for installation of an IWTS in a new institution.
There are a number of unique circumstances and requirements related to the
installation of an IWTS in a new institution that sets them apart from existing
institutions. Primary coordination will be the responsibility of the Contractor
and CDC or CYA’s Site Coordinator.
The State’s Construction Manager (CM) is responsible for supervising all on-site
construction of a new institution to coordinate and to direct all Contractors in
matters, which relate to the smooth and orderly progression of work.
Prior to coming onto and leaving from the construction site, all
Contractor’s/Subcontractors must check in with the CM.
Vehicles used by the Contractor’s crews or Subcontractors shall be visibly
marked with the name of the company if they are driven on the work site.
Appropriate clothing that includes a shirt, long pants, and safe shoes are required
on the work site. A hard hat is required at all times on the construction site.
o

If any person(s) engaged in work does not follow the rules as stated here
or is, in the judgment of the CM, insubordinate or disorderly, the
Contractor shall immediately remove such person(s) from the work site
for the duration of the work on that site and may be barred from any
further work on this contract.

o

The CDC/CYA reserves the right to do other work on or near the project.
The Contractor and Subcontractor(s) shall cooperate with others. The
Contractor shall schedule, conduct, adjust, correct, and coordinate work
so as to facilitate work by others and prevent delay or hindrance

SECTION 5 – Page 22

State of California

IWTS RFP-DGS-3037

c. Existing Institutions
There are a number of unique circumstances and requirements related to the
installation of an IWTS in existing institutions that set them apart from new
institutions.
An existing institution is not dependent on building contractors to complete
construction before an IWTS can be installed. In contrast to installation in
new institutions where staff and inmate/ward do not usually occupy buildings,
existing institutions will always be occupied. However, there are the pressures
created by the delays and regulations inherent in a security environment
when installing in an institution that is occupied. Occupied institutions will
require more time to install due to the security environment in which the
Contractor must operate. These pressures are increased by the fact that
none of the inmate/ward telephones can be taken out of service for more than
a few hours at a time.
Coordination and development of an installation plan will be organized
between the Contractor, the CDC’s/CYA’s Project Manager, the institution’s
Telecommunications Liaison, and other institutional personnel.
Adequate notice (to be defined by the institution, typically two (2) weeks) must
be given before the Contractor comes on site to allow for security clearance
and arrangements for escorts. An escort will usually be required.
I understand and will comply with the above requirement.
Yes

No

5.24 Transportation, Installation, Relocation of Equipment
a. Transportation
Shipments to and from the installation site shall be the responsibility of the
Contractor.
The Contractor shall bear the cost of transportation for the delivery of the
equipment.
b. Installation (Adds)
The installation of Contractor Services shall be the responsibility of the
Contractor.
IWTS equipment for one (1) to ten (10) telephones must be installed within thirty
(30) calendar days from receipt of a service request notice from the CDC/CYA
Site Coordinator. In the event the service request notice requires installation of
SECTION 5 – Page 23

State of California

IWTS RFP-DGS-3037

more than 10 inmate/ward telephones, then IWTS equipment must be installed
within forty five (45) calendar days from receipt of a service request notice from
the CDC/CYA Site Coordinator.
The Contractor shall bear all costs associated with installing, providing, and
maintaining telephone line access services to each facility.
The State will require inmate/ward telephones to be installed flush to the wall with
no user access to the rear of the inmate/ward telephone.
c. Relocation (Moves/Changes)
Except in an emergency, equipment provided under this Contract shall not be
moved from the location in which installed, unless the Contractor has been
notified by the State or its representative that the move is to be made.
The CDC/CYA Site Coordinator will provide the Contractor with a written notice
to relocate equipment from one location to another within the facility. The
Contractor will have thirty (30) calendar days to coordinate the relocation.
The Contractor is responsible for all costs associated with the transportation,
installation and disconnection of relocated services.
I understand and will comply with the above requirement.
Yes

No

5.25 Installation Default
If the Contractor delays an installation more than thirty (30) calendar days from the
State-specified required in-service date (as specified in Section 5.24), by written notice
to the Contractor, the State may terminate the right of the Contractor to install. The
State may then obtain substitute equipment in accordance with the Rights and
Remedies of the State for Default provision in this contract. In this event, the
Contractor will continue to be liable for liquidated damages, in the amounts specified in
Appendix A - Concession Contract until the substitute equipment is installed and
ready for use, or up to one hundred eighty (180) days from the State-specified
required in-service date, whichever occurs first.
I understand and will comply with the above requirement.
Yes

No

5.26 Program Operation and Administration

SECTION 5 – Page 24

State of California

IWTS RFP-DGS-3037

Administration of the Master Contract resulting from this RFP DGS-3037, if awarded,
will be the responsibility of the DGS, Telecommunications Division including contract
management and oversight and all matters affecting the administration of the contract.
DGS, Procurement Division will be responsible for contract modifications to the extent
that mutually agreed upon changes to the Master Contract become necessary. The
CDC and CYA will have responsibility to coordinate with the successful Bidder for the
transition, implementation and ongoing operation of the IWTS. The Contractor must
agree to work cooperatively, in an effective and timely manner to address the
administrative and operational needs and issues raised by the State.
I understand and will comply with the above requirement.
Yes

No

5.27 Concession Fee Payments
The IWTS Contractor shall make concession fee payments to the State, DGS or to the
designated authority of each public, non-state agency that elects to participate in the
Master Contract. Local agency rates, concession and service level participation
will be individually negotiated between the Contractor and local agency. DGS
will be responsible for providing the names of authorized personnel and account
numbers in each agency for the purpose of receiving concession fee funds. For state
agencies, please reference Government Code Section 16301. Twenty-Six Million
Dollars ($26,000,000) of unappropriated yearly revenue shall be remitted to the State
General Fund unless otherwise accounted for by the Agency and the Department of
Finance. Twelve equal monthly payments of approximately $2,166,666.66 will be
required. Please reference the allowable changes to this requirement noted in
SECTION 7, 7.3 Pricing Elements and 7.4 Concession Fee Reduction Calculation.
Beginning at Effective-Date through final equipment transition to the contractor,
monthly revenue concession payments to the State will be described below. The
intent of this process is to maintain an equitable concession transition and a consistent
revenue stream to the State.
No monthly revenue requirements will change from the incumbent contractor until a
twenty (20) % or greater overall total calling traffic reduction from the previous months
data is provided to the State for review and approval. This calling traffic review will
take place fifteen (15) days after close of the previous month. This first month review
and verification will take place within five (5) days from the State receiving the previous
month’s call traffic comparisons. The State will authorize the incumbent to reduce the
required monthly payment by a percentage equal to the percentage drop in calling
traffic. This process will continue monthly until final equipment transition is complete.
The new contractor will not be required to pay the State monthly concession payments
until call traffic begins on the new Contractor equipment and a monthly concession
percentage reduction by the incumbent has been approved. At this point the new
contractor will match the monthly percentage revenue reduction from the incumbent by
an equal payment amount to the State and will continue this process monthly until final

SECTION 5 – Page 25

State of California

IWTS RFP-DGS-3037

equipment transition is complete. Conversely at the end of this Contract, this process
will apply again during transitioning out to an IWTS II new contractor.
An additional $800,000 annual fee payable on July 1st of every State Fiscal Year to
cover the DGS Telecommunications Division program management responsibilities
and services is required. DGS will provide the name and account information for the
purpose of receiving these funds.
The Contractor on the basis of the process identified in Appendix A Concession
Contract shall make payment of concession fees due to the State. Payments and/or
reports that are late by more than thirty (30) days without prior approval of the DGS
Telecommunications Division representative will be subject to a financial penalty of
one and one half percent (1.5%) per month of the concession fees payment balance
due. Successive late payments or late submission of reports will be subject to
liquidated damages as described in the contract in Appendix A Concession Contract.
I understand and will comply with the above requirement.
Yes

No

5.28 Management Information and Reports
The State of California requires that the Contractor provide monthly reports including,
but not limited to, usage, revenues and concession fee payments. Minimum
requirements are contained in SECTION 6– IWTS Requirements, Attachment 6-A,
Business Functional Requirements.
The Contractor shall supply complete instructions for establishing, maintaining,
operating, and producing all required management reports. Other management
information may be desirable and will be decided between the State and the
successful Bidder(s).
The Contractor shall provide the CDC/CYA with a semi-annual equipment inventory
report that includes, by site, totals of inmate/ward phones, monitoring equipment,
workstations, enclosures, etc.
I understand and will comply with the above requirement.
Yes

No

5.29 Right to Audit
The Contractor agrees that the State or IWTS representative will have the right to
review, obtain, and copy all records pertaining to performance of the contract. The
Contractor agrees to provide the State or IWTS representative with any relevant
information requested and shall permit the State or IWTS representative access to
Contractor’s premises, upon reasonable notice, during normal business hours for the

SECTION 5 – Page 26

State of California

IWTS RFP-DGS-3037

purpose of interviewing employees and inspecting and copying such books, records,
accounts, and other material that may be relevant to a matter under investigation for
the purpose of determining compliance with this requirement. The Contractor agrees
to make direct payment to the State’s contracted auditor, state and public participating
agencies under this contract, when so directed by the State’s representative, of any
monies due as a result of audit exceptions. The Contractor further agrees to maintain
such records for a period of three (3) years after contract expiration.
I understand and will comply with the above requirement.
Yes

No

5.30 Moves, Changes, Additions, and Deletions
The Contractor shall not move, change, add, or delete any part of the IWTS without
the consent and approval from the CDC Telecommunications Branch or CYA
Information Technology Office.
I understand and will comply with the above requirement.
Yes

No

5.31 Special Conditions - Public Works
Prior to the commencement of performance the Contractor must obtain and provide to
the State, a Payment Bond, on Standard Form 807, approved by the State of
California, when the contract involves public works expenditure (labor/installation
costs) in excess of $5,000. Such Bond shall be in a sum not less than one-half the
contract price. (If contract price exceeds $5,000,000, see Civil Code Section 3248.)
Forms will be provided to the Contractor.
a. California Labor Code - Section 1773
In accordance with the provisions of Section 1773 of the Labor Code, the
Bidder shall conform and stipulate to the general prevailing rate of wages,
including employer benefits as defined in Labor Code Section 1773.1,
applicable to the classes of labor to be used for public works such as the
delivery site for the assembly and installation of the equipment or materials
required under the contract.
b. California Labor Code - Section 3700
Each participating Bidder, by signing IWTS Final Proposal, certifies that it is
aware of the provisions of Labor Code Section 3700, which requires every
employer to be insured against liability for workers' compensation or to
undertake self-insurance in accordance with the provisions of that Code, and

SECTION 5 – Page 27

State of California

IWTS RFP-DGS-3037

will comply with such provisions before commencing with performance of
work of this contract.
c. California Labor Code – Section 1770
Pursuant to Labor Code Section 1770, the Department of Industrial Relations
has ascertained the general prevailing rate of wages in the county in which
work is to be done, to be as listed in the Department of Transportation booklet
entitled General Prevailing Wage Rates. The booklet is compiled monthly
and copies of the same are on file at the DGS, Procurement Division, at 707
3rd Street, West Sacramento. The booklet is required to be posted at the job
site. The Procurement Division will furnish one copy of the booklet to each
IWTS Contractor for such posting.
d. Laws to be Observed
Labor
Pursuant to California Labor Code Section 1775 it is mutually agreed that
the Contractor(s) shall forfeit to the State a penalty of twenty-five dollars
($25) for each calendar day, or portions thereof, for each worker paid by
Contractor or subcontractor, less than the prevailing wage so stipulated.
In addition, the Contractor further agrees to pay to each worker the
difference between the actual amount paid for each calendar day, or
portions thereof, and the stipulated prevailing wage rate for the same.
This provision shall not apply to properly indentured apprentices.
It is further agreed that the maximum hours a worker is to be employed is
limited to eight (8) hours a day and forty (40) hours a week and the
Contractor(s) shall forfeit, as a penalty to the State, twenty-five dollars
($25) for each worker employed in the execution of the contract for each
calendar day during which a worker is required or permitted to labor more
than eight (8) hours in any calendar day or more than forty (40) hours in
any calendar week, in violation of California Labor Code Section
1810-1815, inclusive.
Workers' Compensation Insurance
The Contractor(s) shall be required to secure the payment of
compensation to IWTS employees in accordance with the provisions of
California Labor Code Section 3700.
Travel and Subsistence Payments
Any travel and subsistence payments shall be paid by the Contractor to
each worker needed to execute the work, as such travel and subsistence

SECTION 5 – Page 28

State of California

IWTS RFP-DGS-3037

payments are defined in the applicable collective bargaining agreements
filed in accordance with California Labor Code Section 1773.3.
Apprentices
Special attention is directed to California Labor Code Sections 1777.5,
1777.6, and 1777.7 and Title 8, California Administrative Code, Section
200 et seq. The Contractor and/or subcontractor must, prior to
commencement of the public works contract, contact the Division of
Apprenticeship Standards, 525 Golden Gate Avenue, San Francisco or
one (1) of IWTS branch offices to insure compliance and complete
understanding of the law regarding apprentices and specifically and
required ration hereunder. Responsibility for compliance with this section
lies with the Contractor under IWTS individual contract(s) with the State.
Payroll
Special attention is directed to California Labor Code Section 1776. The
IWTS Contractor and/or subcontractor(s) must comply with and will be
subject to the provisions of Section 1776. Responsibility for compliance
with this section lies with the Contractor(s) under their individual contracts
with the State.
I understand and will comply with the above requirement.
Yes

No

5.32 Goals and Preferences
A Small Business and other preferences will be applied to the final evaluation scores
of eligible Final Proposals. Bidders that meet the qualifications for these preference(s)
must document their eligibility in accordance with the requirements as follows:
a. Small Business Preference
Section 14835 et seq. Of the California Government Code requires a 5%
preference be given to Bidders who qualify as a small business. The rules
and regulations of this law, including the definition of a small business for the
delivery of goods and services are contained in Title 2, California Code of
Regulations, Section 1896 et seq. A copy of the regulations is available upon
request from the Office of Small Business and Disabled Veteran Business
Enterprise Certification. Small businesses are desired and encouraged to
participate in this RFP.
To claim the small business preference, which may not exceed $50,000 for
any bid, the firm must have its principal place of business located in

SECTION 5 – Page 29

State of California

IWTS RFP-DGS-3037

California, have a complete application (including proof of annual receipts) on
file with the Office of Small Business and Disabled Veteran Business
Certification by 5:00 p.m. on the date the bid response is due, and be verified
by that office. Questions regarding the preference approval process should be
directed to the Office of Small Business and Disabled Veteran Business
Enterprise Certification at (916) 375-4940.
ALL BIDDERS, PLEASE CHECK THE APPROPRIATE LINE:
I am a certified small business and the Small Business Preference is applicable
to this bid. A copy of my certified form from the Office of Small Business and
Disabled Veteran Business Enterprise Certification is attached.
I recently filed for small business preference but have not yet received
certification.
I am not a certified small business and am not claiming the preference.
Submit the Small Business Certification Letter with your proposal if applicable.
The Bidder is submitting documentation requesting this preference.
Yes

No

b. Disabled Veteran Business Enterprise (DVBE) Participation Goal
State law requires that State contracts have participation goals of three
percent (3%) for disabled veteran business enterprises. For this
procurement, the goal shall be three percent (3%) of the total solicitation
amount, after deducting the State’s concession fee. Failure to comply with
the DVBE requirement may cause your solicitation response to be considered
non-responsive and ineligible for award of the proposed contract. Please
review DGS web-site http://www.pd.dgs.ca.gov/dvbe/solicpk.htm for more
detail regarding this preference.
The Bidder is submitting documentation requesting this preference.
Yes

No

c. Enterprise Zone Act (EZA) Preference
Government Code Section 7070 et seq., provides that California-based
companies may be granted preferences when bidding on State contracts in
excess of $100,000 for goods and services (excluding construction contracts)
if the business site is located within designated “Enterprise Zones”. Please

SECTION 5 – Page 30

State of California

IWTS RFP-DGS-3037

review DGS web-site http://www.pd.dgs.ca.gov/edip/ezalang.htm for more
detail regarding this preference.
The Bidder is submitting documentation requesting this preference.
Yes

No

d. Local Agency Military Base Recovery Act (LAMBRA) Preference
Government Code Section 7118 et seq., and California Code of Regulations,
Title 2, Section 1896, et seq., provides that California-based companies may
be granted preference when bidding on State contracts in excess of $100,000
if they qualify for and apply for the LAMBRA preference.
Bidders wishing to apply for this preference must complete a STD. 832
(http://www.documents.dgs.ca.gov/osp/pdf/std832.pdf) and return it with their
final proposal. Please review DGS web-site
http://www.pd.dgs.ca.gov/edip/lambralang.htm for more detail regarding this
preference.
The Bidder is submitting documentation requesting this preference.
Yes

No

e. Target Area Contract Act (TACA) Preference
Target area contract preference will be granted to California-based
contractors in accordance with Government Code Section 4530 whenever
contracts for goods or services are valued in excess of $100,000 and the
contractor meets certain requirements as defined in the California
Administrative Code (Title 2, Section 1806.30 et seq.) regarding labor needed
to provide the goods being procured.
Bidders questions regarding this preference are to be directed to the Office of
Small Business and Disabled Veteran Business Enterprise Certification,
General Services, 707 3rd Street, 1st Floor, Sacramento, California, 95607.
Please review DGS web-site http://www.pd.dgs.ca.gov/edip/tacpa.htm for
more detail regarding this preference.
The Bidder is submitting documentation requesting this preference.
Yes

No

SECTION 5 – Page 31

State of California

IWTS RFP-DGS-3037
Part 2
Proposal Quality Factors

Note: The Bidder’s responses to Part 2, after acceptance by the State, shall be
considered the Statement of Work and shall become part of this contract. Refer
to 5.2 Statement of Work Process for further information.
5.33 Bidder’s Customer References
The Bidder must provide references that confirm successful experience with
substantially comparable responsibilities as those specified in this RFP including
project management, installation, telephone system maintenance, network operations
and collection and payment accountability. At a minimum, a Bidder must provide
references that confirm use of proposed equipment and services. The customer
references listed must meet the following criteria:
•

Paying customers must be external to the Bidder’s organization.

•

Confirmation that the Bidder has a minimum of three years successful
experience as a Prime Contractor providing a collect call telephone service.

•

Confirmation that Bidder has Prime Contractor responsibilities including, at a
minimum, project management, equipment installation, telephone system
maintenance, network operations and collection and payment accountability.

•

Include name and address of the reference company, a description of the scope
of IWTS services provided, the number of telephone and monitoring devices,
installation date(s), and name and telephone number of contact person.

•

The Bidder must provide, on Exhibit 5-E, CUSTOMER REFERENCE FORM, a
minimum of three (3) customer references that have used the types of
telephones, network systems, enclosures and related services being proposed.
Bidder should make copies of the reference form in order to have a separate
form for each of their three (3) references.

5.34 Key Project Team Qualifications
The Contractor’s Project Manager, Functional Lead, and Technical Lead
assigned to this project shall have a minimum of five (5) years of experience in
the installation, operation, maintenance, and on-going support of telephone
systems comparable to IWTS. He/She shall have successfully managed the
prior installation of a system of similar size and configuration and must be able to
demonstrate in-depth knowledge of the system as proposed.

SECTION 5 – Page 32

State of California

IWTS RFP-DGS-3037

The Bidder shall provide:
Job descriptions including titles of their project team, organizational levels, and
responsibilities. Job descriptions shall describe the experience level of personnel
to be provided.
An organization chart shall be provided to graphically show the relationships of
the team members to each other.
Resumes must be provided for each of the Contractor’s following key personnel:
o

Project Sponsor: Responsible for contractual items and overall conduct
of the project. The Project Sponsor will be expected to attend all
meetings requested by the IWTS Project Management or Oversight
Contractor.

o

Project Manager: Responsible for the day-to-day management of the
IWTS project. The Project Manager will be expected to build and maintain
successful relationships with suppliers and State staff.

o

Functional Lead: Responsible for meeting the business requirements and
interacting with DGS, CDC and CYA operations staff.

o

Technical Lead: Responsible for the technical architecture, technical
standards and performance of the IWTS system.

o

Two representative Project Staff resumes.

Relevant Resume Information:
o

Proposed Project Role

o

Name

o

Experience (Provide brief descriptions of projects the person has worked
on, role on project, technology used). Use bold font if experience is on a
submitted client reference. List what other projects that the proposed
project managers served in the capacity of project manager.

o

Right to work in United States through anticipated end of project.

o

Professional certifications.

o

Client References (minimum of 3 per person).

o

Client Name and Engagement

o

Clients Position or Role on the Engagement

SECTION 5 – Page 33

State of California

o
o
o

IWTS RFP-DGS-3037

Client Telephone Number
Indicate the period of time over which your organization will commit to
keep your key personnel in place in their position(s), rather than
reassigning them to other client’s projects.

5.35 Terms of Relationship and Disentanglement
The State expects to establish a long-term relationship with the Bidder in order to
permit costs and fees to be distributed properly over a sufficient time period. The term
of that relationship, however, shall necessarily be subject to budget appropriations and
technology refresh cycles and must be flexible such that it can be extended or
terminated, wholly or in part, at the State’s option. SECTION 1, 1.4 – Term of the
Master Contract of this RFP addresses the term of this contract.
The State requires full, complete, and timely cooperation in disentangling the
relationship in the event that the Contract expires or terminates. In the event of
expiration or termination, the State expects that the Contractor shall, among other
things: permit the State or the new service provider to offer employment to a limited
number of key Contractor’s employees involved in providing in-scope services directly
and solely to the State; waive any contractual agreements made with such employees,
to the extent practicable and not prohibited by law; not interfere with the State’s or the
Contractor’s hiring of these employees; return all state data and documentation to the
State; and negotiate in good faith to allow the State or the new Contractor to purchase
systems, infrastructure, or non-proprietary processes that have been employed in
directly and solely servicing the State, in accordance with methods and procedures to
be agreed upon and established in the Contract.
Describe your organization’s approach to ensuring an orderly transition phaseout of licenses and leases upon disentanglement. Is your organization able to
obtain advance consents from its licensors and lessors to the transfer of licenses
and leases to the State or the State’s new service provider upon disentanglement
of the State’s relationship with your organization? Explain.
In the event of the expiration or termination of the relationship between the State
and your organization, please describe how your organization will:
o

Cooperate with the State and the new service provider and otherwise
take all reasonable steps to assist the State in effecting a smooth
disentanglement upon the expiration or termination of the Contract.

o

Not interrupt the provision of services to the State or any obligations
related to disentanglement, disable any hardware used to provide
services, or perform any other action that prevents, slows down, or
reduces in any way the provision of services or the State’s ability to
conduct its activities. Describe your organization’s general approach to
the disentanglement process.

SECTION 5 – Page 34

State of California

IWTS RFP-DGS-3037

o

Provide the State or another service provider with access to any
specialized systems, technology, or processes that have been employed
in servicing the State.

o

Permit the State or the new service provider to offer employment to your
key employees that have been involved in providing in-scope services
directly and solely to the State.

o

Waive any contractual agreements made with these employees, if not
prohibited by law.

5.36 Transition Management
The Bidder is to implement an expeditious and seamless transition phase-in of
services, without interruption, from the State’s current services to those within the
scope of this RFP. On the Effective Date of the Contract (E-Day), or shortly thereafter
as agreed upon with CDC, CYA and DGS, the Contractor will begin its transition
activities.
The Bidder’s transition plan shall include, among other things: the manner in which the
Bidder will assume responsibility after the E-Day for: the provision of services;
management of assets and resources; communication with the State’s departments;
the State’s current third-party contractors, including assignment and assumption of
existing contracts and licenses, subcontracting or cancellation of contracts, to the
extent practicable; and, Subcontractor relationships and arrangements. The details
and timing of the transition plan shall be included in the definitive Contract, based
upon discussions with the Contractor.
•

Provide your organization’s overall transition strategy. The transition strategy
must include the major tasks, timeframes, milestones, general roles and
responsibilities for the State and Bidder personnel, and any major task
contingencies. For all tasks where the State responsibilities are identified
(including support), provide a description of the task and the estimated level of
effort, based on your organization’s experience in performing similar transitions.

•

Describe how your organization proposes to manage the transition of in-scope
services from the State’s current service providers to your organization. In
particular, describe how your organization intends to transform the physical plant.

•

Describe how your organization proposes to meet or exceed current service
levels during the transition period.

•

Describe your organization’s experience in managing complicated transitions
involving dispersed, decentralized telecommunications and IWTS environments.

SECTION 5 – Page 35

State of California

IWTS RFP-DGS-3037

•

Describe the anticipated impact that the transition will have on “normal” State
operations. Identify the anticipated disruption that transition tasks will have on
the State’s normal work environment and how your organization will minimize
and manage any disruption.

•

The State recognizes that during the transition period, there will be considerable
activity, including new employees being brought in by your organization. The
State feels particularly vulnerable to breaches in security and the omission of
normal tasks that could have serious impact on the State’s operations. Describe
the approach your organization will implement during the transition period to
ensure the integrity and security of the State’s operations.

5.37 Infrastructure Transformation
The State anticipates that, in order for the Bidder to meet the requirements described
in this RFP, the Bidder may make changes and upgrades to the current IWTS service
environment. It is the State’s expectation that all IWTS components currently installed,
with the exception of in-building wiring plant, may be replaced through this
procurement process. Given that such changes may be both complex and extensive,
this section specifies the timeframes in which the State requests the Bidder to
complete the proposed upgrades to the State IWTS infrastructure such that the Bidder
can fully comply with the State’s functional requirements.
•

The Bidder is required to describe separately, and in detail, the timeframes and
implementation processes associated with both initial and subsequent planned
infrastructure upgrades. The Bidder should be aware that the details of the plan
will be discussed and agreed upon with CDC/CYA on a facility-by-facility basis.

•

The transition phase-in period is up to six months from the “Effective date of the
contract” and the implementation period is up to an additional year past the
transition period. It is important that the Bidder understands that the final timing
of the transformation will be agreed to by CDC and CYA on a facility-by-facility
basis.

•

Provide an implementation approach that outlines how your organization will
meet this requirement or how your organization hopes to shorten the
transformation phase timeline. Such approach should describe the major tasks to
be accomplished along with their respective timeframes, milestones and
deliverables.

5.38 Technology Refresh
The State seeks a Bidder that will keep the State’s IWTS infrastructure, systems, and
applications current with industry advances. Your Proposal is to include an approach
for keeping the State IWTS infrastructure current with leading technology. In
particular, the State requires that all hardware will be kept at levels supportable by

SECTION 5 – Page 36

State of California

IWTS RFP-DGS-3037

manufacturers and that equipment will be replaced or upgraded as required to meet
agreed upon service support requirements at no additional cost to the State.
The State does not require specific hardware refresh cycles relating to IWTS devices
beyond the initial infrastructure transformation discussed above, but does require the
Bidder to meet on-going functional and performance requirements that could lead to
the refresh of the involved equipment. Additionally, as hardware and software
upgrades, patches and maintenance packs, are available from their respective SubContractors, the Contractor is to notify the State and coordinate implementation of the
upgrades and maintenance. The Bidder is responsible for maintaining hardware and
software at the manufacturers’ current levels and releases as authorized by the State.
Installed platform and product version levels are not to be more than one version
behind the current commercial release, unless coordinated with the State
•

Describe your methodology for ensuring the most cost-effective approach to
refreshing the State IWTS equipment and systems. For each service level,
describe your organization’s assumptions regarding refresh of equipment.
Describe the methodology that your organization will implement to assure the
State that IWTS infrastructure, systems, and service will be kept current with
industry advances.

•

Describe your organization’s experiences in adapting to changing technologies
and how your organization handles obsolete technologies. What is your
organization’s long-term vision and strategy for the use and implementation of
IWTS services, and how will the Bidder share savings resulting from
technological improvements with the State?

•

Describe how your organization will ensure that the State will receive the full
benefits of upgrades and advances in technology, and their associated increases
in productivity. Explain your approach.

5.39 Change Management
The State’s telecommunications and IWTS systems, operations, and infrastructure
must constantly evolve and adapt to the State’s changing environment in order to
continually improve the delivery of services. The State seeks a Bidder that will
implement procedures to accommodate such changes including changes in services,
scope of services, service levels, service volumes, and application and system
requirements.
The State also requires the Contractor to provide on-going training, at no cost to the
State, for staff users as changes to the environment and systems affect their daily
operations. The Contractor is to establish Change Management processes jointly with
the State that are compatible with the State’s change management processes. The
Contractor shall also maintain and administer electronic Change Management
processes for all service levels, communicate, assess, monitor, and control all

SECTION 5 – Page 37

State of California

IWTS RFP-DGS-3037

changes to system resources and processes. The Contractor shall manage changes
so that a stable IWTS and telecommunications environment is maintained during all
change activities.
•

Describe the approach that your organization proposes to implement in order to
manage the State’s evolving and changing requirements during the course of
your organization’s relationship with the State.

•

Describe your approach to on-going training of the State’s employees as the
environment and systems evolve and change.

•

Describe how your organization’s change control methodologies will ensure that:
(i) all changes to the IWTS environment are managed; (ii) changes will be
implemented with minimal impact on the State; and, (iii) the State will be given
timely notification of pending changes. Describe how the Bidder expects the
State to be involved in the change control process.

•

Describe the review and reporting process your organization proposes to track
the effect of implemented changes.

5.40 Security and Confidentiality
By their very nature, telecommunications systems in the corrections environment
demand the utmost attention to all matters related to physical and electronic security.
In addition to the State’s databases and Contractor IWTS databases, which contain
private and confidential information, control of the IWTS itself may, at any time, be
subject to attack by hackers.
The State seeks a Contractor that will implement a methodology for maintaining the
security and confidentiality of all information in accordance with applicable Federal and
State laws and regulations. The Contractor shall have no rights to use or access any
state data or information, except as required to provide the in-scope services. The
Contractor must comply with the State’s policies, regulations and standards applicable
to the State for information, information systems, personal, physical, and technical
security.
•

What methodology does your organization propose to protect the security and
confidentiality of data and information proprietary to the State or subject to
special statutory protection?

•

Describe your organization’s experience in protecting highly sensitive and
confidential information in providing IWTS or telecommunications services to
either the public or private sector, including relevant testing/screening of your
organization’s employees.

SECTION 5 – Page 38

State of California

IWTS RFP-DGS-3037

•

Describe how your organization will protect against unauthorized and fraudulent
use of the State’s systems and networks. Describe your strategy, including
methodologies and any network management, and maintenance applications and
tools that your organization will implement.

•

Describe the extent to which your organization will assume financial liability to
remedy the impact on the State due to breaches in protective security measures
implemented and managed by your organization.

•

Is your organization willing to be fully and solely responsible for security, with
respect to all services it provides and all systems it maintains, and to protect
against unauthorized and fraudulent use of the State’s IWTS? Explain what
steps your organization will take to detect and prevent fraud, unauthorized entry,
and abuse.

•

The State may require criminal background investigations of any of your
organization’s employees that have access to IWTS management data (Call
Detail Record, etc.). Employees who do not pass the required background
screening criteria cannot be assigned to any work area with access to state data
or systems. Describe your organization’s current security screening practices for
new hires, and any on-going security screenings that may take place (e.g.,
random drug testing). Include a description of any security clearances or
certifications that your organization requires of its employees.

5.41 Assets and Facilities
With the exception of a limited number of TDD user devices, the IWTS system
currently used by the State is almost exclusively Contractor-owned. The State expects
the replacement IWTS system will also be Contractor-owned. However, in order to
ensure that the State is guaranteed a “soft-landing” at contract termination or
expiration, the State desires the right to assume ownership or purchase IWTS assets
from the Contractor at either their fair market value or their depreciated value.
•

Describe the method by which the Bidder proposes to establish the equipment’s
value for purchase.

•

Describe any issues that your organization anticipates in the sale or transfer of
IWTS assets. IWTS assets include all equipment used at all CDC/CYA locations
in the operations and maintenance of the IWTS. Explain your proposed approach
for resolving such issues.

•

Describe your organization’s approach for keeping accurate and current records
of all physical and logical assets, asset locations, and other information related to
the services that your organization would provide (including fixed and mobile
devices, wiring cabinets, etc.).

SECTION 5 – Page 39

State of California

IWTS RFP-DGS-3037

5.42 Quality Assurance
The Bidder is to establish, maintain, and administer a quality assurance service for the
State IWTS system. The Bidder’s primary role will be to ensure effective control over
hardware and software that is acquired, developed, maintained, or supported and to
verify the accuracy and fairness of charged services to both the State and the State’s
end-user populations.
The Bidder will ensure that: its employees and agents have procedures and work
instructions that meet designated quality requirements; these procedures are
adequate to meet the State’s needs and the requirements of contracts, regulations,
etc.; hardware and software acquisition, development, and support are performed in
compliance with these procedures; the State personnel are informed of compliance
with these procedures; and, process improvements are initiated when procedures and
work instructions are found to be inadequate.
Furthermore, should the State decide to retain a third-party to provide Independent
Verification and Validation (IV&V) services, the Bidder shall work closely and openly
with the State’s designated IV&V entity and provide the same level of access and
support as is required by the State.
Describe your organization’s proposed quality assurance methodology and
procedures (Capabilities Maturity Model (CMM) Certification, ISO Certification,
etc.).
Describe the State’s role in your quality assurance processes.
Describe your experience working with third-party Quality Assurance entities.
Cite any experience to organizations similar to the State where the Bidder has
worked with a third-party agency.
Describe your organization’s approach to internal training and how your
employees are kept current with the latest developments in IWTS.
5.43 Disaster Recovery
The Bidder will be required to develop, document, update and maintain an enterprisewide Disaster Recovery Plan. The plan should provide for recovering the State’s
IWTS data and telecommunications systems within established recovery requirement
timeframes after a disaster affecting the IWTS environment and include coordinating
Disaster Recovery exercises to assure readiness, and performing the recovery,
including coordinating with other public agencies and private organizations.
•

For each service level, describe your approach to providing continuous
operations of the State IWTS system. Describe how your organization will
ensure the availability of the State data during Disaster Recovery.

SECTION 5 – Page 40

State of California

IWTS RFP-DGS-3037

•

Describe how the Bidder expects the State to be involved in developing its
Disaster Recovery Plan. Describe how the Bidder will involve the State in any
actual recovery process.

•

Describe the scope of recovery testing the State may anticipate. Describe how
the Bidder expects the State to participate in recovery testing.

5.44 Reporting and Communication
The Bidder is to assemble and create regular reports on the performance of in-scope
functions, in order to assist in the effective management of the Contract, and enable
continuous improvement of the in-scope services that the State receives. Reports,
including traffic and usage, revenue, and account activity reports, must be compiled
and distributed to the State’s management in an agreed upon electronic format.
Reports must be compiled and published on all functions, including performance,
service support requirements, incident/root cause analysis findings, cost management,
and subcontractor relationships on an enterprise-wide and institution-level basis.
These reports must include the measurement of the Contractor’s actual performance
against the required service levels.
The State requires the Bidder to accommodate the State’s management decisions on
reporting formats, content, and frequency. The Contractor is to implement a
management structure to facilitate communications between the Bidder and the State
and, to address and resolve concerns escalated either by the Bidder or the State.
Routine meetings and reporting processes must be defined to ensure a smooth
interface and timely resolution of issues.
The State’s managerial and technical professionals will administer the State’s
relationship with the Bidder and exercise the State’s retained authorities. The State
will define interfaces as appropriate, such that single points of contact are defined for
each service obtained from the Bidder. The State requires a single interface to
coordinate the delivery of all services from the Contractor. The State will not resolve
issues or disputes between contractor’s personnel and any subcontractors retained by
the Contractor.
For operational services such as problem resolution, help desk inquiries and the like,
there must be routine and continuous interaction between the Contractor’s employees
and the State. This operational interface will determine the satisfaction of the State’s
users with the services delivered by the Contractor. The Contractor is expected to
continuously measure and improve its service delivery and the State’s satisfaction with
those services.
•

Describe the IWTS management reports the Bidder plans to provide the State,
including the frequency with which they will be provided.

SECTION 5 – Page 41

State of California

•

IWTS RFP-DGS-3037

Describe the project management methodologies your organization employs in
the day-to-day management of telecommunications projects.

5.45 Benchmarking
The State requires, upon occasion, and at the State’s convenience and expense, to
commission independent, third-party benchmarking studies for any or all of the
following purposes: to measure overall quality of service; to measure quality of specific
service areas; to measure overall customer satisfaction; to compare the attributes of
specific service offerings; to evaluate the feasibility or cost effectiveness of extensions
of service; to verify that the Bidder’s prices reflect current industry-wide pricing trends;
or, to verify that the Bidder’s prices pass-on savings at a rate equivalent to those of
other comparable IWTS providers. The Bidder is required to participate and fully
cooperate in such benchmarking studies as are requested by the State.
•

Describe your approach for ensuring that all such benchmarking studies, as
required by the State, will receive prompt and accurate response from your
organization.

•

How will your organization ensure that reductions on the cost of providing
services to the State (through cost reductions, savings, or revenue generation)
are shared with the State and State user communities?

5.46 Integration and Testing
Integration and testing services are the activities that ensure that all infrastructure
components that are configured with or added to the IWTS environment work properly
as a cohesive system. In addition, the provider must ensure that the system performs
all of the intended functions. Integration and testing services include:
•

Performing integration and in-house development tests

•

Staging systems before implementation

•

Performing modifications and performance enhancement adjustments to system
software and utilities as a result of changes to architectural standards

•

Conducting configuration management and change control

•

What role will the State play in integration and testing for Service Level 1 and
Service Level 2 and for premise-based and off-premise based solutions? What
are your expectations for the State in terms or required resources and expected
work effort?

SECTION 5 – Page 42

State of California
•

IWTS RFP-DGS-3037

Describe your proposed approach for integration and testing for Service Level 1
and Service Level 2 and for premise-based and off-premise based solutions.
Include examples of test protocols and acceptance criteria checklists.

5.47 Migrations and Upgrades
Migrations and upgrades are the activities associated with the installation of upgraded
hardware and system software components, including commercially developed
applications, software suites and utilities.
Such activities include:
•

Performing IWTS upgrades as a result of new and enhanced applications and
architectures

•

Installing new or enhanced functions or features

•

Installing new or enhanced hardware, software, peripherals and configurations

•

Performing data migration, by either electronic or manual methods

•

Installing wiring and cabling for upgraded device interconnect (not including inthe-wall wiring)

•

Conducting pre-installation site audits for customizing, moving, installing or
removing devices

What role will the State play in migrations and upgrades, including how/when will the
State be notified of migrations and upgrades? What are your expectations for the
State in terms of required resources and expected work effort? Please address for
both Service Level 1 and Service Level 2 and for premise-based and off-premise
based solutions.
The State may, during the life of the contract, be interested in migrating Service Level
1 facilities to Service Level 2. How will your proposed solution facilitate the addition of
these capabilities? Explain the expected process to add the required services,
describe the State’s role and provide a general time period for performing the upgrade.
Please address for both premise-based and off-premise based solutions.
The State may, during the life of the contract, add PIN services to institutions initially
provisioned with Service Level 2 services. How will your proposed solution facilitate
the addition of these capabilities? Explain the expected process to add the required
services, describe the State’s role and provide a general time period for performing the
upgrade.

SECTION 5 – Page 43

State of California

IWTS RFP-DGS-3037

The State may, during the life of the contract, add biometric services to institutions
initially provisioned with Service Level 2 services. How will your proposed solution
facilitate the addition of these capabilities? Explain the expected process to add the
required services, describe the State’s role and provide a general time period for
performing the upgrade.
5.48 Operations and Administration
Operations and administration services are the activities associated with the
provisioning and day-to-day management of the installed telecommunications
environment.
Such activities include:
Operations and operations management for centralized and remote switches,
networking devices, servers, etc. including:
o

Providing controls, access, and management services for local and
centralized resources;

o

Providing support for the development and control of local and centralized
databases used for IWTS operations;

o
o

Providing resource and information assurance/security services and
support (e.g., intrusion prevention and detection anti-virus protection, etc.)
in accordance with State’s security policies.

o

Managing network access;

o

Performing and supporting hardware and software moves, adds,
changes, installations, re-installations, updates and downloads.

Training services are included in your proposal for both State corrections and
investigative staff.
o

Describe what training services are included in your proposal for
inmate/ward populations. Multilingual written instructions, training videos
and customer assuming responsibility and taking action for any data or
application migration that is necessary due to any hardware or software
moves, adds, changes, installations and re-installations.

o

Providing resource and information assurance/security services and
support (e.g., intrusion prevention and detection anti-virus protection, etc.)
in accordance with State’s security policies.

Administration activities include:
o

Managing user accounts

SECTION 5 – Page 44

State of California

IWTS RFP-DGS-3037

o

Providing usage accountability, to users of resources and services, as
defined by the State.

o

Providing hardware and software asset management, including inventory
management, support for centralized warranty and license management
(including a software registration process), configuration control,
hardware/software redeployment, decommissioning, etc.

o

Monitoring and documenting physical and logical moves, adds, changes,
installations and re-installations, regardless of the number of users,
instances and/or systems.

Describe your organization’s approach to operations and administration,
including ensuring inventory accuracy. Please address for both Service Level 1
and Service Level 2 and for premise-based and off-premise based solutions.
Describe your approach to providing access security and usage audit ability.
Please address for both Service Level 1 and Service Level 2 and for premisebased and off-premise based solutions.
5.49 Maintenance and Repair
Maintenance services are the activities associated with the maintenance and repair of
hardware and software, to include "break-and-fix" services. Installed platform and
product version levels are not to be more than one version behind the current
commercial release, unless coordinated with the State. This includes any open
source, commercial product patch, “bug fix,” service pack installation or upgrades to
the current installed version.
The Contractor shall:
o

Dispatch repair technicians to the point-of-service location

o

Perform diagnostics on hardware and software, peripherals, and services

o

Install manufacturer field change orders, service packs, firmware and
software maintenance releases, BIOS upgrades, etc. and document
these changes

o

Perform software distribution and version control, both electronic and
manual

o

Replace defective parts and systems, including for preventative
maintenance as prudent

o

Provide maintenance and parts management and monitoring during
warranty and off-warranty periods

SECTION 5 – Page 45

State of California

IWTS RFP-DGS-3037

Describe your approach to providing on-site maintenance and support
capabilities at facilities statewide including at remote work camps. Please
address for both Service Level 1 and Service Level 2 and for premise-based and
off-premise based solutions.
Describe your approach to preventative maintenance. Please address for both
Service Level 1 and Service Level 2 and for premise-based and off-premise
based solutions.
5.50 Technical and User Support
Technical support services are the activities associated with the tuning of system
software and utilities for optimal performance. Help Desk and technical support
services shall be available 24x7.
•

Describe your approach for providing technical support for on-going system
operations. Please address for both Service Level 1 and Service Level 2 and for
premise-based and off-premise based solutions.

•

Describe your approach for providing Help Desk services to CDC/CYA users.
Please address for both Service Level 1 and Service Level 2 and for premisebased and off-premise based solutions.

•

Describe your approach for providing customer support services to
inmates/wards families and friends.

5.51 Operations and Maintenance
Operations and maintenance services are the activities associated with ongoing health
checks, status reporting and problem management (ongoing surveillance, tracking,
escalation, resolution and tracking of problems) of IWTS services. Problem
management activities require the Contractor to coordinate activities with the Help
Desk. The Contractor shall report system management information (e.g., performance
metrics and system accounting information) to the State DGS Contract Management in
a format specified by the State DGS Contract Management.
The Contractor shall perform the following activities:
o

Performance Management

Event Management
Capacity, Storage and Workload Management
Trend Analysis

SECTION 5 – Page 46

State of California

IWTS RFP-DGS-3037

Planning and Strategy
o

Fault Management

Problem Management and Troubleshooting
Contingency Planning and Disaster Recovery
Repair Hardware Support
Repair and Return (Parts Resolution)
o

System Administration

Hardware Installation Support
Software Installation (Operating System Administration and
Software Distribution) Support
User Account Management Support
o

Customer Support

Help Desk Support
Customer Training Support
o

Configuration Management

Asset Management
o

Other

Licensing
Information Assurance Monitoring.
Describe your organization’s approach to operations and maintenance. Please
address for both Service Level 1 and Service Level 2 and for premise-based and
off-premise based solutions.
The State expects that, in order to meet the above requirements, the Bidder will
monitor system operations from a centralized Network Operations Control Center
(NOCC) or similar facility. Where will your organization establish its NOCC
function? Describe the existing and expected capabilities of your NOCC as they

SECTION 5 – Page 47

State of California

IWTS RFP-DGS-3037

relate to IWTS services. Please address for both Service Level 1 and Service
Level 2 and for premise-based and off-premise based solutions.
How will your organization monitor unauthorized attempts to access the IWTS
data? Please address for both Service Level 1 and Service Level 2 and for
premise-based and off-premise based solutions.
5.52 Configuration Management/Change Control
Configuration Management/Change Control activities include all the life-cycle services
required to appropriately manage and document changes (e.g., version control,
profiles, security plans, etc.) to the IWTS environment.
•

Describe your organization’s approach to change control management, including
how you will you notify CDC/CYA? How will your organization ensure that the
implementation of new systems and services do not adversely impact continuing
operations? Please address for both Service Level 1 and Service Level 2 and for
premise-based and off-premise based solutions.

5.53 Training Support
Training support services are the activities associated with providing initial and
periodic refresher training for key State user groups including corrections staff, law
enforcement and investigative personnel, and select administrative staff. Also
included is providing initial end-user orientation on new services and improving “howto-use” skills related to systems and applications.
Describe your organization’s approach to user training support?
Describe what support is required.
Describe what training services are included in your proposal for inmate/ward
families. Multilingual written instructions, training videos and customer support
are required, when PINS are used.
The State expects that the Bidder will, in addition to providing training materials
and training sessions, will have personnel on-site to assist users during cutover
and major upgrades at no cost to the State. Describe the extent of your planned
on-site presence for such events.
Describe in detail what initial and recurring training services are included in your
proposal for both State Corrections and investigative staff on the use of
monitoring and recording equipment and PIN.
5.54 Documentation

SECTION 5 – Page 48

State of California

IWTS RFP-DGS-3037

Documentation services are the activities associated with developing, revising,
maintaining, reproducing, and distributing information in hard copy and electronic form.
The State requires that documentation will be provided to the State upon request or as
agreed upon in a periodic documentation update schedule.
The Contractor shall provide the following documentation:
o

System specifications and documentation including as-built wiring
diagrams, etc.

o

End-user volume and usage statistics including individual facility and
aggregate billing information

o

Self-help resources

o

Site and system security plans

o

Standard operating procedures

Describe your organization’s approach to providing required documentation.
What strategies does the Bidder propose for document distribution (e-publishing,
CD-ROM, etc.)?
Describe how your organization will keep documentation current.
5.55 Backup and Restoration
Routine system-wide backup and recovery procedures are critical for the entire
environment. The State requires regular backup/restoration for centrally stored data
(CDR, etc.) to be in effect from the Effective Date.
•

Describe your organization’s approach to data storage, data safeguarding and
data assurance. Please address for both Service Level 1 and Service Level 2
and for premise-based and off-premise based solutions.

5.56 Collect Call Service Requirements
The following important requirements and guidelines apply to the provision of
inmate/ward collect call services.
The requirements include:
o
o

The ability for inmates/wards to maintain telephonic communication with
family/friends with minimum call restrictions and limits.
The State will bear no responsibility for any unbillable, un-collectable or
fraudulent telephone calls. Unbillable, un-collectable or fraudulent
telephone calls may not be deducted from calling volumes that are

SECTION 5 – Page 49

State of California

IWTS RFP-DGS-3037

calculated for rate adjustment or concession payment purposes for the
State.
o

o
o
o
o

o
o
o
o

o
o

No calls shall be blocked because of the lack of a billing agreement with a
LEC (Local Exchange Carrier) or CLEC (Competitive Local Exchange
Carrier) unless the Contractor can satisfy all of the following
requirements:
The Contractor, during the term of this contract, has made a good faith
effort to reach an agreement with the affected LEC or CLEC.
The Contractor has notified the called party when completing a
connection that future calls may not be connected and provided a toll-free
telephone
number for the called party to pursue and alternative calling mechanism.
The Contractor has sent written notification, to the extent possible, to the
called party offering alternative call mechanisms. The State reserves the
right to discuss with the Contractor revisions to any call limitations that the
Contractor may have currently in place.
The Contractor has documented to the State that these efforts have been
completed and the affected parties have not accepted the offers.

o

The Contractor shall adhere to reasonable credit and collection practices.
The Contractor shall not use any collection practices prohibited by law.
The State may require the Contractor to modify any collection practice it
finds to be arbitrary or without justification.

o

The Contractor may be allowed to block calls to inmate/ward telephone
contact where the recipient is delinquent or refuses to pay the Contractor.
This option would apply only if the Contractor can provide an alternate
calling mechanism that would allow the Contractor to bill the called party
for the inmate/ward collect calls (i.e., prepaid calling service, direct billing
alternatives).

Describe your organization’s process that enables inmates/wards to maintain telephonic
communication with family/friends with minimum call restrictions and limits. The State
will consider all reasonable solutions and alternatives.
Describe your organization’s process for handling a customer who refuses to pay for a
call(s).
Describe your organization’s process for handling a request for access to a country not
included in your current international billing agreements.
Describe your organization’s process for handling a request for access to a number not
included in your current LEC (Local Exchange Carrier) or CLEC (Competitive Local
Exchange Carrier) billing agreements.
o

SECTION 5 – Page 50

State of California

IWTS RFP-DGS-3037

Describe your organization’s alternative calling mechanisms that would allow an
inmate/ward to call family/friends who have an established history of high toll or nonpayment for collect calls. Describe your prepaid calling and direct billing alternatives and
include limitations, if any, based upon prepaid amounts.
o

5.57 Collect Call Services IWTS Requirements
SECTION 6, Attachments A – D; IWTS Requirements Response Matrices identifies
the State’s minimum IWTS requirements. In addition to completing the Requirements
Response Matrices per the instructions listed at the beginning of the Matrices, please
answer the following questions:
•

Briefly describe the equipment and its capabilities that your organization will
provide to meet the State’s implementation, service, functional, and support
services requirements. Although the inclusion of sales literature in your proposal
is permissible, the State is seeking a factual representation of the capabilities of
your proposed solution (i.e. marketing-pitch free). Please address for both
Service Level 1 and Service Level 2 and for premise-based and off-premise
based solutions.

•

In order to achieve the required grade of service the State expects the Contractor
to supply one central office access line for each inmate/ward telephone (1:1). In
the case of T-1 facilities, the State expects one channel to be provided for each
inmate/ward telephone. Describe your organization’s approach to provisioning
the requisite transport capacity including voice and data circuits, use of
compression techniques, protocols, etc. Please address for both Service Level 1
and Service Level 2 and for premise-based and off-premise based solutions.

•

Describe the methods by which the proposed equipment detects call forwarding
and third party calls. How effective is the proposed system at detecting remote
call forwarding, conference calls, and other methods designed to circumvent
blocked call lists? How effective is the proposed system at avoiding false
negatives? Please address for both Service Level 1 and Service Level 2 and for
premise-based and off-premise based solutions.

•

The Contractor shall be responsible for converting over all numbers contained in
blocked call lists from the current system to the new system. Describe how your
organization intends to populate and maintain blocked call lists. Please address
for both Service Level 1 and Service Level 2 and for premise-based and offpremise based solutions.

5.58 Service Support
Service Support applies to all equipment, resources, and services included in Service
Level 2.
The Contractor shall perform the following activities:
SECTION 5 – Page 51

State of California

IWTS RFP-DGS-3037

Operations for centralized and remote monitoring and recording equipment,
monitoring workstations, servers, PIN, etc. including:
o

Providing storage and access to data, including Call Detail Records,
residing in a central data repository. This includes assisting State
personnel with locating and retrieving CDR in both local and centralized
databases.

o

Providing storage and access to data up to one (1) year residing in noncentralized repositories, i.e., data located on local servers and recording
devices.

o

Providing data backup and recovery for centralized data stores, with and
without end-user involvement, for the life of the contract.

o

Providing disaster recovery and contingency operations support (i.e.,
information assurance) in accordance with the State policies.

o

Providing controls, access, and management services for local and
centralized input and output resources, e.g., CD-R/RW burners, etc.

o

Providing input processing support for activities such as loading media,
receipt of batch electronic file transmissions, etc.

o

Providing support for the development and control of local databases
used for applications, i.e., database development, storage and access
support.

o

Providing a common suite of standardized workstation tools that will allow
corrections and investigative users to communicate and function within
the State’s IWTS environment. These common tools include data mining
and trend analysis tools, collaboration and file sharing tools, etc.

o

Providing support for the development and control of computing
resources used for recording applications, i.e., disk space, processing
services, etc.

Administration activities include:
o

Assisting the State with administration of access control to monitoring and
recording systems and user account administration for corrections staff
and State investigative personnel.

o

Providing usage accountability to users of resources and services, as
defined by the State.

Describe your organization’s approach to managing access to monitoring and
recording equipment. Describe how your organization expects the State to be

SECTION 5 – Page 52

State of California

IWTS RFP-DGS-3037

involved in your process. Address for both premise-based and off-premise
based solution.
Describe your organization’s approach to generating inmate/ward PINs.
Describe how your organization expects the State to be involved in your
processes including an estimated level of effort for State resources. Address for
both premise-based and off-premise based solution.
5.59 Monitoring and Recording Requirements
The following important requirements and guidelines apply to the provision of
monitoring and recording services:
The State requires:
o

The State is seeking a monitoring and recording solution that makes
optimum use of limited state resources (e.g. auto-archiving). To that end,
the State desires a solution that requires the minimum amount of state
work effort for tasks like changing, loading, or otherwise tending to
recording media. Similarly, the State is also seeking a solution that will
maximize the return on its monitoring and recording efforts.

o

The State must have timely access to CDR data and recorded calls. The
proposed solution must be designed so that State Corrections and
investigative personnel can easily and speedily access time sensitive
information.

o

CDR and call recordings must be handled and preserved in a manner in
keeping with their role as evidence. The Contractor must put in place
proper and sufficient safeguards to maintain both the evidentiary and
investigative value of this information and to protect the privacy of data
from unauthorized users.

Describe the State’s expected role in tending and maintaining the recording
system. Address for premise-based and off-premise based solution.
Describe the procedures and safeguards your organization will use to protect the
evidentiary value and privacy of CDR and recorded calls. Address for premisebased and off-premise based solution.
Describe how your proposed solution can assist the State in minimizing work
effort for system support activities while maximizing the results generated from
monitoring and recording efforts. Address for premise-based and off-premise
based solution.
Describe the equipment and its capabilities that your organization will provide to
meet the State’s service and functional requirements (including the monitoring
workstations). Although the inclusion of sales literature in your proposal is
SECTION 5 – Page 53

State of California

IWTS RFP-DGS-3037

permissible, the State is seeking a factual representation of the capabilities of
your proposed solution (i.e. marketing-pitch free). Please address for premisebased and off-premise based solutions.
Describe the capabilities of your system to detect “hot words.” Address for
premise-based and off-premise based solution.
Describe the data mining capabilities of your proposed solution including features
to detect usage trends, frequently call numbers, etc. Address for Service Level 1
and Service Level 2 and for premise-based and off-premise based solution.
Describe your proposed approach and its associated limitations to providing
voice and data connectivity to remote monitoring stations (LEIU, Central Office,
etc.).
Describe your proposed solution for auto-archiving of recordings. Address for
premise-based and off-premise based solution.
5.60 Service Requirements
The expected requirements for IWTS services are documented in SECTION 6
Attachments 6-A – 6-D. The State will expect the Bidder, at a minimum, to meet these
expected requirements. (Note: these services are the minimum requirements that are
acceptable to the State). If, due to inherent capability, or other differentiating factor, a
Bidder can improve these above the minimum acceptable standards without additional
cost, the State may modify the requirements.
•

Describe any exceptions to these requirements. Please address for both Service
Level 1 and Service Level 2 and for premise-based and off-premise based
solutions.

•

Describe any requirements that might be revised to provide the State with
improved service levels. Please address for both Service Level 1 and Service
Level 2 and for premise-based and off-premise based solutions.

•

Identify any requirements that might, with small revision, be relaxed to provide
the State better overall service value by improving the cost/benefit proposition.
Please address for both Service Level 1 and Service Level 2 and for premisebased and off-premise based solutions.

5.61 Equipment Reliability and Maintainability Information
The Bidder shall supply statistical data pertaining to the reliability and maintainability of
the proposed telephone equipment, monitoring and recording equipment,
Uninterruptible Power Source (UPS) and servers/PCs (e.g. Mean Time Between
Failure (MTBF) and Mean Time to Repair (MTTR)). The Bidder, in response to this

SECTION 5 – Page 54

State of California

IWTS RFP-DGS-3037

RFP, must include information regarding diagnostics and methods for detecting
out-of-service conditions.
•

The Bidder shall include, with the above, a narrative describing quality control
and the reliability program currently in operation within the company that
manufactures the proposed telephones and monitoring/recording systems.

•

The Bidder shall include, with the above, information regarding method of data
storage of billing information, transfer of this data to billing agent (if applicable),
and assurances of billing accuracy.

5.62 Value Added Offerings
The State is interested in understanding what additional capabilities your organization
can contribute to meeting the State’s IWTS collect call needs.
•

Describe any additional value added offerings that your organization believes
might meet the State’s needs at no additional cost of calls. Please address for
both Service Level 1 and Service Level 2 and for premise-based and off-premise
based solutions.

•

Describe any additional value added offerings that your organization can offer
regarding “pre-paid” calling services enabling the inmate/wards families and
friends to reduce their calling rates. Bidder shall specify what if any discounts or
reductions can be offered.

SECTION 5 – Page 55

State of California

IWTS RFP-DGS-3037
EXHIBIT 5-A
CONTRACTOR'S LICENSE INFORMATION

Bidder shall complete the applicable Contractor's license information below in
accordance with the Contractor's Licensing Board, Department of Consumer Affairs,
for installing telephones and associated wiring/cabling at the installation site(s).
CLASS

LICENSE NO.

LICENSEE

EXPIRATION DATE

RELATIONSHIP OF LICENSEE TO BIDDER

CLASS

LICENSE NO.

LICENSEE

EXPIRATION DATE

RELATIONSHIP OF LICENSEE TO BIDDER

CLASS

LICENSE NO.

LICENSEE

EXPIRATION DATE

RELATIONSHIP OF LICENSEE TO BIDDER

SECTION 5 – Page 56

State of California

IWTS RFP-DGS-3037
EXHIBIT 5-B
LIST OF PROPOSED SUBCONTRACTORS

Listed hereinafter is the name and address of each subcontractor who will be
employed and the kind of work which each will perform if the contract is awarded to
the aforesigned. I understand that under Government Code Sections 4100 through
4113, (see note below), I must here clearly set forth the name and address of each
subcontractor who will perform work or labor or render service to me in or about the
construction of the work in an amount in excess of one-half of one percent (1/2 of 1%
of my total proposal and that as to any work in which I fail to do so, I agree to perform
that portion myself or be subject to penalty under the act.
(Note: In case more than one (1) subcontractor is named for the same kind of work
(e.g., installation), state the portion that each is to perform. Provide Contractor's
license number for each subcontractor, if available. Contractors or suppliers of
materials only, need not be listed.)
If further space is required for the list of proposed subcontractors, additional sheets
showing the required information, as indicated below, shall be attached hereto and
made a part of the Final Proposal.
Kind of Work

Subcontractor Name and
Address

License No.

Note: The above listing requirement will, for purposes of this proposal, be construed in
accordance with the provisions of the Subletting and Subcontracting Pair Practice Act
("The Act") as set forth in Government Code Sections 4100 through 4113. Also, for
purposes of this proposal and interpretation of The Act, a Contractor will be considered
to be a prime Contractor regardless of whether such Contractor is or is not a licensed
Contractor.

SECTION 5 – Page 57

State of California

IWTS RFP-DGS-3037
EXHIBIT 5-C

STATEMENT OF NON-DISCRIMINATION COMPLIANCE

(hereinafter referred to as "Prospective
Contractor”) hereby certifies, unless specifically exempted, compliance with
Government Code: Section 12990 and California Administrative Code: Title II, Division
4, Chapter 5, in matters relating to the development, implementation and maintenance
of a non-discrimination program. Prospective Contractor agrees not to unlawfully
discriminate against any employee or applicants for employment because of race,
religion, color, national origin, ancestry, physical handicap, medical condition, marital
status, sex or age (over forty).
I, hereby swear that I am duly authorized to legally bind the Prospective Contractor to
the above described certification. I am fully aware that this certification executed on in
the county of
is made under penalty of perjury under the laws of the State of California.

1.

SIGNATURE

2.

TITLE

SECTION 5 – Page 58

3.

DATE

State of California

IWTS RFP-DGS-3037
EXHIBIT 5-D

NOTICE ON DRAWINGS, SCHEMATICS, AND/OR BLUEPRINTS
The drawings, schematics, and/or blueprints showing electrical or telephone cable and
conduit are made available solely for the convenience of the Bidder.
The State assumes no responsibility whatsoever as to the accuracy of these
documents, and there is no warranty nor guarantee either expressed or implied that
the conditions indicated, the locations or dimensions which appear, or any other data
depicted are accurate, complete, or that undisclosed conditions may not exist.
The data presented in documents made available to the Bidder are not part of the
contract and represent only the opinion of the State as to the matters presented.
The Bidder shall carefully examine the site of all work to be performed, the documents
made available for information purposes, the Performance Specifications and
Requirements, and all other parts of the contract.
The submission of a proposal shall be a representation that the Bidder acknowledges
this and shall investigate the data which the State may provide relative to the actual
conditions at the installation site so as to furnish to the State the hardware, software,
and labor required under this contract.
Acknowledged:
SIGNATURE

DATE

X
NAME (Print or Type)

TITLE

COMPANY NAME

ADDRESS (Street, City, State and Zip Code)

SECTION 5 – Page 59

State of California

IWTS RFP-DGS-3037
EXHIBIT 5-E
CUSTOMER REFERENCE FORM

BIDDER’S NAME

BIDDER NOTE: Make copies of this Reference form; one (1) form for each customer
reference.
NOTE TO CUSTOMER REFERENCE: THE BIDDER ON THIS RFP IS GIVING YOU
THIS CUSTOMER REFERENCE FORM TO VERIFY YOUR OVERALL
SATISFACTION OF THEIR PERFORMANCE.
1.

CUSTOMER REFERENCE COMPANY NAME

3.

TELEPHONE NUMBER

(

)

4.

2.

CUSTOMER REFERENCE CONTACT PERSON

E-MAIL ADDRESS

-

CUSTOMER REFERENCE CONTACT ADDRESS

5.

DATE OF ORDER

6.

TOTAL CONTRACT AMOUNT

$
7.

WHAT TELEPHONE SERVICES WERE PROVIDED?

8.

CUSTOMER SATISFACTION RATING (On a scale from one (1) to ten (10) with ten being the highest rating, rate the
Bidder’s overall performance in completing the contract requirements. Initial one number only to rate the Bidder’s
performance)

a. How would you rate their training?
1____2____3_____4_____5_____6_____7_____8_____9_____10_____
b. How would you rate their service?
1____2____3_____4_____5_____6_____7_____8_____9_____10_____
c. How would you rate their software itself?
1____2____3_____4_____5_____6_____7_____8_____9_____10_____
CERTIFICATION
I hereby certify that I have made a diligent effort to ascertain the facts with regard to
the representations made herein and, to the best of my knowledge and belief all
information is accurate.
9.

CUSTOMER REFERENCE CONTACT PERSON

10.

PRINTED OR TYPED TITLE OF PERSON SIGNING

SIGNATURE

X

SECTION 5 – Page 60

State of California

IWTS RFP-DGS-3037
SECTION 1
SECTION 6 – IWTS Requirements

6.1 Summary
The State of California is requesting offers, through the process of this Request for
Proposal (RFP), for the provision and maintenance of inmate/ward telephone services
under one “concession” Master Contract. The following section outlines the State of
California’s functional, system, implementation and service support requirements for
each Service Level. The Bidder will be required to perform all of the in-scope IWTS
services that have been identified as a “Mandatory” or “Mandatory/Optional” services
in this section. The Bidder will not be required to perform “Desirable” requirements
however the Bidders’ capability to perform them will be viewed favorably.
6.2 In-Scope Services and Departments
The State requires the Bidder to supply IWTS services to all of the CDC and CYA
facilities and camps, as delineated in the Business Functional, System,
Implementation and Service Support Requirements, identified in Attachments 6 A
through 6 D to this Section.
6.3 Requirements Response Matrices
The Bidder must complete and include in their Draft and Final Proposals the
Requirements Response Matrices included in Attachments 6 A through 6 D. A
description of each column and Bidder responsibilities for the Requirements Response
Matrices are detailed in this section.
a. Requirement Number
Each requirement has been provided a unique “Requirement Number.” When
referring to a specific requirement in proposal materials, Bidders should use
the appropriate Requirement Number. Bidders may not alter this column.
b. Requirement
Each requirement is fully described in the “Requirement” column. Bidders
may not alter this column.
c. Requirement Category
Requirements are identified under the “Requirements Category” column as
either being mandatory (M), mandatory-optional (M/O) or desirable (D)
Bidders may not alter this column.

SECTION 6 – Page 1

State of California

IWTS RFP-DGS-3037
SECTION 1

Mandatory (M)
Bidders are required to respond to all requirements, which indicate “M”.
Failure to meet any Mandatory Requirement shall result in the
disqualification of the Bidder’s Proposal. This category will be
evaluated on a pass/fail basis.
Mandatory/Optional (M/O)
Bidders are required to respond to all requirements, which indicate “M/O”.
Failure to respond to any Mandatory/Optional Requirement shall result in
the disqualification of the Bidder’s Proposal. This category will be
evaluated on a pass/fail basis. These mandatory/optional requirements
will be provided by the Bidder at no additional cost to the State.
Desirable (D)
While requirements designated as “D” are requested, failure to meet
Desirable Requirements will not disqualify the Bidder’s Proposal. A
positive Bidder response to Desirable Requirements will be considered
favorably in the evaluation of the business solution requirements, although
it will not result in additional points.
d. Response Code
The Requirements Response Matrices must be completed indicating the
status of the requirement(s) at the time of submission of the Final Proposal,
using a single response code that best describes how the Bidder's solution
meets the requirement. Permissible response codes are listed below:

SECTION 6 – Page 2

State of California

IWTS RFP-DGS-3037
SECTION 1

Table 6-1 Permissible Response Codes
Response Code

Definition

E – Existing

Requirement or service will be met by existing software or
processes that are installed and operational at other sites
and can be incorporated within IWTS as is or using the
software’s standard configuration mechanisms.

U – Under
Development

Requirement or service will be met by software or
processes that are currently under development, in Beta
test, or not yet released.

M – Minor Modification

Requirement or service will be met by proposed minor
modifications to existing software or processes beyond
using the software’s standard configuration mechanisms.

C – Major
Customization

Requirement or service will be met by major modifications
to existing software or services or by new custom software
programming.

R –Third Party Tool or
Service

Requirement or service will be met by the use of integrated
software tools, such as a report writer, query language or
spreadsheet package or through a third party service
provider.

X –Will Not Provide
(Desirable
Requirements Only)

Requirement or service will not be met by Bidder. This
response code is only acceptable for Desirable
Requirements (Requirement Category = ‘D’). Use of this
response code for Mandatory or Mandatory/Optional
Requirements may be cause for rejection of the proposal.

Bidders shall provide a response code for all requirements listed in Attachments 6-A
through 6-D, in the “Response Code” column on the matrices. No other response
codes are allowed. Failure to provide a code may be cause for rejection of the
proposal.

SECTION 6 – Page 3

State of California

IWTS RFP-DGS-3037
SECTION 7 – Pricing Proposal

7.1 Introduction and Instructions
A primary objective of the State is to achieve substantial improvements in the
efficiency and cost of IWTS services. The State seeks a Bidder who will provide
services using an innovative and cost-effective approach, while pursuing opportunities
for cost savings. In the Pricing Proposal, vendors should demonstrate how they will
ensure that it will use its best efforts, including efficient utilization of resources, to
minimize the cost of the services to the State, inmates and wards, and their families
and friends.
It is required that the rate per minute offered for each call type (e.g. Interlata,
Interstate, etc) for each Service Level be equal to or better than current rates. The
current rates and the current call volumes are shown in SECTION 3.
The State has developed a pricing methodology described in the following section and
represented in the pricing matrix contained in Attachment 7-A. As part of your
organization’s Pricing Proposal, please complete the pricing matrix and provide
detailed responses to each of the additional items set forth in this section.
7.2 Pricing Methodology, Accountability, and Incentives
The State has developed a pricing methodology for IWTS services that: (i) is
consistent with the non-static nature of the State’s IWTS services requirements; (ii)
accounts for the transformation of the State’s IWTS environment; (iii) includes the
State’s right to change its requirements; (iv) ensures that the State will receive
services that are at all times competitive in terms of quality and price; and (v) does not
involve “time-and-materials” or “cost plus” pricing with respect to services.
The State’s approach seeks to strike a balance between the Bidder’s needs to make a
fair return on service provided and the State’s needs to proactively manage IWTS
costs to minimize the burden on inmate/ward families. In order to retain flexibility, the
State must retain certain rights. Therefore, upon failure of the State and the Bidder to
mutually agree to any annual adjustments, the State shall have, as one of several
options, the unilateral right to end the term of the agreement and cause an orderly
disentanglement, without cost or penalty to the State, including termination for
convenience or disentanglement charges. Details of this are defined in the State’s
Concession Contract.
There are three call volumes and the Bidder will be asked, using the Pricing Workbook
Attachment 7-A, to provide rates for the Baseline Call Volume and the High Call
Volume. The call volume descriptions are:

SECTION 7 – Page 1

State of California

IWTS RFP-DGS-3037

•

Volume, as shown in Attachment 7-A, establishes the baseline call volume for the life of
the contract. In no way does the State explicitly nor implicitly warrant these call volumes
for the contract period. Bidders are asked to provide rates for Baseline Call Volume.

•

High Call Volume: This is when the yearly call volume (expressed in minutes) increases
in increments by 5%, 10%, 15% or 20% over the initial Baseline Call Volume calendar
year 2003 shown in Attachment 7-A. Bidders are asked to provide rates for each High
Call Volume incremental rate. Your proposed rate for a 5% increase shall be less than
or equal to your baseline rate. Your proposed rate for a 10% increase shall be less than
or equal to your 5% rate. Your proposed rate for a 15% increase shall be less than or
equal to your 10% rate. Your proposed rate for a 20% increase shall be less than or
equal to your 15% rate.
Low Call Volume: This is when the actual yearly call volume (expressed in minutes)
decreases by 5% or more below the Baseline Call Volume. Bidders are not asked to
provide rates for Low Call Volume. (See 7.4 for Concession Fee Reduction Calculation.)

The baseline call volumes are shown in the Pricing Workbook and the historical call
volumes are shown in SECTION 3.
7.3 Pricing Elements
The pricing matrix presents the overall baseline call volume, current rate per minute
and the fixed surcharge for each call type. Bidders should develop their pricing
strategy and complete the pricing matrix after a complete review of the State’s traffic
volume information.
Because of the complexity and inherent risk associated with projecting call volumes,
the state proposes to share the risk of fluctuating call volumes with the vendor. This
sharing of risk shall commence 12 months after full implementation of the system and
every twelve months thereafter. This Call Minute Volume review will take place within
60 days of the annual anniversary of full implementation for the life of the contract:
a. Call Minute volume remains fixed:
If the actual combined call volume, regardless of call types and services
levels for any full year, is within 5% of the Baseline Call Volume (as shown in
Attachment 7-A) for all call types across all Service Levels defined in this
RFP, the rate per minute cost shall be the Baseline Rate per Minute proposed
in the Pricing Workbook.
b. Call Minute volume increases:
If the actual combined call volume, regardless of call types and services levels for
any full year, increases in increments by 5%, 10%, 15%, or 20% over the Baseline
Call Volume, the rate per minute cost shall be the High Volume Rate per Minute as
proposed in the Pricing Workbook. The State expects that the Bidder will share its
increased revenue with the Inmate’s/Ward’s families via reduced per minute rates.

SECTION 7 – Page 2

State of California

IWTS RFP-DGS-3037

c. Call Minute volume decreases:
If the actual combined call volume, regardless of call types and services
levels for any full year, decreases by 5% or more below the Baseline Call
Volume, the rate per minute cost shall remain the Baseline Call Volume Rate
per Minute proposed in the Pricing Workbook. However, the concession fee
will be reduced as described in SECTION 7, 7.4 – Concession Fee Reduction
Calculation.
For purposes of completing the Pricing Workbook, the Bidder may make the following
assumptions and provide the information as instructed in the workbook:
•

The Pricing Workbook contains a comprehensive set of rate per minute
measurements. The rates per minute are the complete measurements for all of
the services, tasks, and obligations to be performed by the Contractor for the
State and no additional measurements of resource usage or consumption shall
be added for pricing purposes.

•

The rate per minute prices shall be fully loaded (i.e., inclusive of all costs
including equipment, software, taxes, labor, out-of-pocket and other expenses,
management overhead, etc.).

•

Current call rates are found in SECTION 3 – Current Environment, Table 3-5.
CYA rates are to be considered Service Level 1 and CDC rates are to be
considered Service Level 2.

•

The rate per minute prices shall be uniform for all institutions receiving a given
set of services as defined by the Service Levels. For instance, the cost for a local
collect call from a work camp that is receiving only Service Level 1 (Collect Call)
services shall be the same regardless of the location or size of the work camp.

•

To the extent practical, rate per minute prices shall reflect the costs incurred to
provision that service including a proportionate amount of overhead expense.
Therefore, it is expected that a local collect call from an institution receiving
Service Level 2 services (which include equipment and services not contained in
Service Level 1) would be more expensive than the same call originating from an
institution receiving Service Level 1.

•

The State may, during the term of the contract, require that the services an
institution(s) receives be revised from Service Level 1 to Service Level 2. It is
currently not anticipated that any institutions will be revised from Service Level 2
to Service Level 1 during the life of this contract.

•

Test environments are the responsibility of the Contractor.

SECTION 7 – Page 3

State of California

IWTS RFP-DGS-3037

•

MACs (i.e., moves, adds, and changes) shall be included as a component of the
respective pricing unit to which they apply.

•

The rate per minute prices should be stated in constant dollars without cost of
living or inflationary adjustments.

•

All services shall be provided at no cost to the State. All costs must be recovered
through user call rates and State-dictated surcharges.

•

The Contractor must pay the State an annual concession fee of $26 million for
the right to provide IWTS services at CDC and CYA institutions. Payment will be
required in arrears on a monthly basis. This concession fee can be reduced in
the event of low call volume as prescribed in SECTION 7, 7.4 – Concession Fee
Reduction Calculation.

•

Bidders should be aware that the per call surcharge will remain fixed regardless
of any changes in call minutes or number of calls.

The Bidder’s Pricing Proposal must include any assumptions your organization has
made and must also describe the specific due-diligence activities required to eliminate
such assumptions. This condition is because final pricing in the definitive Contract will
not be subject to any assumptions or contingencies of any kind.
The Pricing Workbook is composed of two components: Surcharges and Service
Rates. Below is a description of these components.
•

Surcharges – The surcharge for each call type for each Service Level is fixed
and may not be adjusted by the Bidder. The surcharge is assessed for each
phone call that is accepted by the called party, regardless of the length of the
call.

•

Service Rates (rate per minute) – The rate per minute is based on the actual
(per minute) usage of all phone calls and begins immediately upon acceptance of
the call by the called party and ends when either party hangs up.

7.4 Concession Fee Reduction Calculation
As discussed above, the State desires to maintain the baseline rate per minute. As
such, the State is prepared to reduce the concession payment under low call volume
to ensure that the Contractor continues to achieve its projected revenue targets and to
allow for volume reductions due to changes in facility operations (e.g. inmate/ward
population decreases or administrative restrictions, etc).
The revised (low volume) concession payment is based on the total call minute volume
reduction from the Baseline Call Volume (as shown in Attachment 7-A) and the prior

SECTION 7 – Page 4

State of California

IWTS RFP-DGS-3037

year’s call volume. Should the prior year’s call volume be 5% or more the Baseline
Call Volume (as shown in Attachment 7-A), the concession fee that the Contractor
owes the State would be reduced by the same percentage as the volume decrease.
Three examples are described below:
•

Call volume decreases by 5%: In this case the yearly concession fee of
$26million would be reduced by 5%. The concession fee would be $24,700,000
($26m * .95).

•

Call volume decreases by 6%: In this case the yearly concession fee of
$26million would be reduced by 6%. The concession fee would be $24,440,000
($26m * .94).

•

Call volume decreases by 4%: In this case the yearly concession fee of
$26million would remain unchanged, since the percentage reduction was less
than 5%.

Should call volume increase at the next annual call volume review, the concession fee
would be adjusted upward using the same methodology as described above. In order
to affect a concession volume change, the Contractor is expected to request a change
and the State will verify and will agree upon the reduction prior to any concession fee
change being made.

SECTION 7 – Page 5

State of California

IWTS RFP-DGS-3037
SECTION 8 – Proposal Format

8.1 Introduction
These instructions describe the mandatory proposal and bid format and the approach
for the development and presentation of bid data. Format instructions must be
adhered to, all requirements and questions in the RFP must be responded to, and all
requested data must be supplied.
8.2 Final Proposal Format and Content
The complete bid must be submitted in the number of copies indicated and include the
following items:
a. Volume I: Response to Requirements – One (1) Master and five (5) copies
This volume must contain all responses to the SECTION 5 – Administrative
Requirements, and SECTION 6 – IWTS Requirements of the RFP. All forms
and certifications, EXCEPT for cost data, must be completed and included in
this volume. The organization is to be as follows:
Section 1—General (Cover Letter and Executive Summary)
Section 2 –Administrative Requirements
o

RFP SECTION 5 – Part 1 - Mandatory Requirements

o

RFP SECTION 5 – Part 2 – Proposal Quality Factors

o

RFP SECTION 5 – Exhibits 5-A through 5-E, executed as required.

Section 3 –IWTS Requirement Response
o

RFP SECTION 6 Attachments A thru D.

Section 4 –Demonstration Plan
b. Volume II: Completed Contract – One (1) Master and five (5) copies
The General Terms and Conditions will be those with the Department of General
Services, Procurement Division, Technology Acquisitions Section, as stated in
the Appendix A Concession Contract.

SECTION 8 – Page 1

State of California

IWTS RFP-DGS-3037

The Standard Agreement (Form STD. 213) must be signed and dated by the
Bidder’s corporate officer authorized to make legal commitments and Contract
Attachments must be submitted with the bid including the Bidder’s Federal
Employment Identification Number (FEIN).
c. Volume III: Cost Data – One (1) Master and five (5) copies
This volume must be in a separately sealed, marked envelope or container with all
completed cost sheets and any other document with cost data identified as required in
this RFP. The organization is to be:
•

Section 1—Summary Cost Sheet

•

Section 2— All Other Exhibits and Documents With Cost Data Identified

d. Volume IV: Literature and Supporting Documentation– One (1) Master and five (5) copies
This volume must contain all technical and other reference literature necessary to
support the responses to the requirements of this RFP.
8.3 Draft Proposal Format and Content
The Draft Proposal must contain all the material specified above for the Final Proposal
except cost figures. The completed contract must also be included with products and
services identified, but no cost figures included. The contract need not be signed at
this point. All sheets, with all entries except cost figures, must be included. The
number of copies of the Draft Bid to be submitted for validation is as follows:
Volume I—
Volume II—
Volume III—
Volume IV—

Master and _5_ copies
Master and _5_ copies
Master and _5_ copies
Master and _5_ copies

8.4 Format Detail
a. Volume I: Response To Requirements
The Bidder's response to the RFP for Volume I must be in the order and format
indicated below. Each page must be numbered in a manner of the Bidder's own
choosing to make easy reference possible but preferably sequential by section.
Section 1 - General (Cover Letter and Executive Summary)
This section should contain a signed cover letter and executive summary of
the salient feature(s) of the Bidder’s bid including conclusions and
recommendations. It may include a general overview of the equipment and/or

SECTION 8 – Page 2

State of California

IWTS RFP-DGS-3037

services offered, the type of contract(s) offered, etc. Recommendations will
not be evaluated and will not be a factor in the selection of a Bidder for award.
The State seeks to improve its IWTS services through the use of innovative
strategies and requires the Bidder to propose an integrated solution to meet
the State’s comprehensive IWTS needs. As an introduction to your
organization’s proposal, summarize your organization’s vision for providing
service solutions to the State. Please limit your executive summary to five
pages.
Section 2 - Part 1– Administrative Requirements Compliance Response
RFP SECTION 5, Part 1 - Mandatory Requirements
The Bidder must provide a response for each item (all paragraphs and
subparagraphs of the RFP.) identified in SECTION 5, – Administrative
Requirements, Part 1.
Part 1 of the RFP provides the following legend after each item or group of
items:
o
o
o

“I understand and will comply with the above requirement”
Yes

No

On each occasion that the legend above is provided the Bidders must
document their intent regarding each requirement(s).

Examples
RFP SECTION 5 Part 1 Mandatory Requirements– Statement of Work Process
expectations are described.
Bidders must document their intent to satisfy the requirement.
RFP SECTION 5 Part 1 5.3 – Productive Use Requirements:
o

Customer In-Use Requirement

Bidders must document their intent regarding this requirement and
provide documentation that verifies that the specified equipment
meets or exceeds this requirement.
o

Eligible Equipment

Bidder must document their intent regarding this requirement and
provide documentation that verifies equipment origin.

SECTION 8 – Page 3

State of California

o

IWTS RFP-DGS-3037

Manufactures Verification

Bidder must document their intent regarding this requirement and
provide documentation that verifies manufacturer authorization.
RFP SECTION 5 Part 1 5.4 – Bidder’s Qualifications and Responsibility:
o

Prime Contractor

Bidder must document their intent regarding this requirement.
RFP SECTION 5 Part 1, 5.5 – Performance Bond Requirement
Bidder must document their intent regarding this requirement.
RFP SECTION 5 Part 1, 5.6 – Confidentiality
Bidder must document their intent regarding this requirement. Execution of
Exhibit 5-D also must be documented.
RFP SECTION 5 Part 1, 5.7 – Contractor’s License
Bidder must document their intent regarding this requirement. Execution of
Exhibit 5-A also must be documented.
RFP SECTION 5 Part 1, 5.8 – Subcontractor Requirements
Bidder must document their intent regarding this requirement.
RFP SECTION 5 Part 1, 5.9 – Subcontractor List
Bidder must document their intent regarding this requirement. Execution of
Exhibits 5-A and 5-B if applicable must be documented.
RFP SECTION 5 Part 1, 5.10 – Statement of Non-Discrimination Compliance
Bidder must document their intent regarding this requirement. Execution of
Exhibit 5-C, if applicable must be documented.
RFP SECTION 5 Part 1, 5.11 – Federal Employer Identification Number (FEIN)
Bidder must document their intent regarding this requirement. Entering the
FEIN # on the cover page of IWTS Concession Contract must also be
documented.

SECTION 8 – Page 4

State of California

IWTS RFP-DGS-3037

RFP SECTION 5 Part 1, 5.12 – Drug Free Workplace
Bidder must document their intent regarding this requirement.
RFP SECTION 5 Part 1, 5.13 – Special Correctional Environment
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1, 5.14 – Rules for Contractor-Initiated Site Visit(s)
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1, 5.15 – Rules for Inspection of Maps, Drawings, and
Floor Plans
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1, 5.16 – Potential Presence of Lead Paint and/or
Asbestos
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1, 5.17 – Facilities Resources
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1, 5.18 – Documentation
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1, 5.19 – Disaster Recovery Plan
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1, 5.20 – Inmate/Ward Equipment Testing Requirements
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1, 5.21 – Transition Phase-In and Phase-Out of IWTS
Equipment
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1, 5.22 – Installation Environment
Bidder must document their intent regarding this requirement

SECTION 8 – Page 5

State of California

IWTS RFP-DGS-3037

RFP SECTION 5 Part 1, 5.23 – CDC/CYA Installation Requirements
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1, 5.24 – Transportation, Installation, Relocation of
Equipment
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1, 5.26 – Program Operation and Administration
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1, 5.27 – Concession Fee Payments
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1, 5.25 – Installation Default
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1, 5.28 – Management Information and Reports
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1, 5.29 – Right to Audit
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1I, 5.30 – Moves, Changes, Additions, and Deletions
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1, 5.31 – Special Conditions - Public Works
Bidder must document their intent regarding this requirement
RFP SECTION 5 Part 1, 5.32 – Goals and Preferences
o

Small Business Preference

To claim this preference, Bidder must check the appropriate box
and enclose a copy of their Office of Small Business Customer
Resources (OSBCR) certification letter.
o

Disabled Veteran Business Enterprise (DVBE) Participation Goal

SECTION 8 – Page 6

State of California

IWTS RFP-DGS-3037

Bidder must document one (1) or more of the three (3) compliance
methods:
Goal attainment;
A good faith effort; or
An approved annual plan.
o

Enterprise Zone Act (EZA) Preference

To claim the preference, Bidder must complete and enclosed the
EZA compliance document provided by the EZA web link.
o

Local Agency Military Base Recovery Act (LAMBRA) Preference

To claim the preference Bidder must complete and enclosed the
LAMBRA compliance document provided by the LAMBRA web link.
o

Target Area Contract Preference Act (TACPA)

To claim the preference Bidder must complete and enclosed the
TACPA compliance document provided by the TACPA web link.

SECTION 8 – Page 7

State of California

IWTS RFP-DGS-3037
Section 2 Part 2 – Proposal Quality Factors

RFP SECTION 5 Part 2 – Proposal Quality Factors
SECTION 5, Part 2 contains the quality factors concerning IWTS planning,
transition, implementation, installation, operation, accountability and
disengagement. The Bidder must develop a detailed response for each of
these quality factors. Proposals that are determined to be responsive will
have their quality factors assessed and a quality score determination will be
made. The quality factor score will represent 30% of the Bidder’s Final
Proposal evaluation score.
Completeness, added value and risk to the State are issues that the State will
consider as part of the review of Bidder’s proposal quality factor review.
Section 3 – IWTS Requirements Response
In this location, refer to SECTION 6 for instructions to complete the response
to each of the IWTS Requirements. Bidders must provide a response to
every mandatory and mandatory-optional requirement. Failure to respond to
a requirement may be cause for rejection of the Bidder’s Bid.
Section 4 – Demonstration Plan
Bidder shall provide a detailed Demonstration Plan that identifies how, when,
and where they intend to facilitate a demonstration of the product offering.
Refer to SECTION 10 in the RFP for instructions on developing the
Demonstration Plan.
b. Volume II—Completed Contract
Bidder shall submit the required number of copies of the previously approved
contract in this portion of their response. Deviation from terms and conditions
previously approved for this RFP may be cause for rejection of your bid. All
copies of the contract must bear the signature of an individual authorized to
bind the firm as specified in SECTION 2, 2.3. The Final Proposal must
contain an original signature. There should be an original signature on each
copy of the Contract. Do not fill in the effective dates on the Standard
Agreement. Bidders are required to include the company FEIN on the front
page of the Contract.
c. Volume III—Cost Data
For submission with the Final Bid, this volume must be submitted in a
separate, sealed, and clearly identified envelope or container/carton/box.

SECTION 8 – Page 8

State of California

IWTS RFP-DGS-3037

This volume must contain all completed cost sheets and other cost related
documents as required in the RFP.
d. Volume IV—Literature And Supporting Documentation
This volume must contain all technical and other reference literature to
support the response to all hardware/software and other IWTS Requirements
of this RFP. Substantive technical information should be highlighted on the
literature page. This can be done by marking the applicable page (i.e.,
circling, underlining, bracketing, using a highlight marker that will still show
when reproduced, etc.) and listing the corresponding IWTS Requirement
number in the margin. Volume IV should be organized in the same sequence
as the IWTS Requirements Forms in SECTION 6 of this RFP, and labeled
accordingly.
NOTES:
Five (5) sets of Technical Literature must be available for evaluation in the Draft
Proposal and the Final Proposal. The Bidder is responsible for ensuring that the
State has five (5) complete sets of literature that provide adequate technical
references.
o

If the literature of the Draft Proposal is identical in all respects to that
which the Bidder intends to submit in the Final Proposal the copies
provided in the Draft Proposal may be considered for use with the Final
Proposal. The Bidder must state in writing in the Final Proposal that the
literature has not changed in any regard from that submitted in the Draft
Proposal.

SECTION 8 – Page 9

State of California

IWTS RFP-DGS-3037
SECTION 9 – Proposal Evaluation

9.1 Introduction
This section describes the process and criteria that the State will follow in evaluating
proposals submitted by Bidders in response to RFP DGS-3037. The evaluation
process consists of a thorough review of each proposal to validate the inclusion of
mandatory components, followed by a scored evaluation based on criteria defined
later in this section. Proposals that do not comply with the mandatory components
stipulated in this RFP may be deemed non-responsive and excluded from further
consideration by the State.
9.2 Receipt of Proposals
Proposals must be delivered to the State by the date and time specified in SECTION
1. Proposals must be in the quantity and format specified in SECTION 8 – Proposal
Format. Proposals will be rejected and deemed non-responsive if not submitted under
sealed cover and received by the date and time specified in SECTION 1.
9.3 State Evaluation Team
The State will establish an Evaluation Team comprised of individuals from Department
of General Services, Department of Corrections, and California Youth Authority
management and staff. The Evaluation Team will review and evaluate Bidder
proposals. The State may engage additional qualified individuals, termed “Subject
Matter Experts” (SMEs), during the evaluation process to assist the Evaluation Team
in gaining a better understanding of technical, financial, legal, contractual, project, or
program issues.
9.4 Proposal Evaluation Process
The Proposal review will include a comprehensive, detailed evaluation of each
Bidder’s unique solution. The Evaluation Team will first screen each Proposal to
determine if the Bidders have complied with appropriate Submittal Instructions and
required components. The Evaluation Team will then evaluate and score the
Proposals that meet these “pass/fail” criteria. Following the scoring of proposals on all
of the other scored evaluation criteria, cost components will be scored, and a final
score will be determined for each proposal. The cost component is evaluated at the
end of the process in order to maintain objectivity and avoid bias that could emerge as
a result of exposure to cost information prior to the assessment of other components.
The Proposal evaluation criteria and process are described thoroughly in this section.
a. Content Validation Check (pass/fail)
All proposals must be delivered to the State as specified in SECTION 1. The
Evaluation Team will review the Bidder’s proposal to ensure that it is in the

SECTION 9 – Page 1

State of California

IWTS RFP-DGS-3037

format stipulated by the RFP, that the proper number of proposal copies have
been submitted, and that the required information is included. Failure to meet
any of these requirements may result in the proposal being deemed nonresponsive and therefore rejected.
b. Business Functional, System, Implementation and Service Support Requirements response Review
(pass/fail).

The Evaluation Team will review the Bidder’s proposal to determine whether
the proposal contains valid responses to all of the Requirements contained in
Attachment 6 A – 6 D, Requirements Response Matrices. All mandatory
requirements must be met. If a proposal lacks a valid response to any
Requirement, it may be considered non-responsive and rejected.
c. Administrative Requirements Response Review
The Evaluation Team will review the Bidder’s proposal to determine whether
the proposal contains valid responses to all of the Requirements contained in
SECTION 5 – Administrative Requirements. All mandatory requirements must
be met. If a proposal lacks a valid response to any Requirement, it may be
considered non-responsive and rejected.
9.5 Scoring Components
The Evaluation Team will then assess Proposals that comply with the mandatory
“pass/fail” evaluation elements discussed above using the scoring model outlined
below and given an overall score. The scoring model that will be employed to assess
Bidders’ proposals was developed in adherence to the State’s business objectives and
the overall goals of the IWTS project. The scoring components will be based on the
Bidder’s response to the Quality Factors items listed in SECTION 5, Part 2 as well as
on the Bidder’s Pricing Workbook cost (Attachment 7-A).
The maximum points available for a single proposal is 1,000 points, which the
Evaluation Team will award based on consensus scoring. The three scoring
components that comprise each Bidder’s Total Score and their relative weights are
listed in Table 9-1 below.

SECTION 9 – Page 2

State of California

IWTS RFP-DGS-3037

Table 9-1 Proposal Evaluation Scoring Components

Scoring Components
Bidder Qualifications

Points
100

•

Demonstrated experience with similar clients

•

Demonstrated experience with similar scope and
challenges

•

Quality of references

•

Project management team experience and qualifications

Business Solution Assessment
•

General requirements

•

Service requirements

•

Demonstration

Cost Assessment
Total Points Available

200

700
1,000

a. Bidder Qualifications
The Evaluation Team will review each proposal to assess the overall qualifications and
experience of the Bidder. Bidders are required to provide a minimum of three (3)
references exhibiting experience in implementation of similarly sized solutions as
noted in SECTION 5, Part 2. The Evaluation Team will then review the composition
and experience of the project team. Bidders may refer to SECTION 5, Part 2 for
specific items that will be evaluated. SECTION 5, Part 2 and SECTION 8 – Proposal
Format, more fully describe factors to be evaluated and the format that the Bidder’s
responses should take.
b. Business Solution Assessment
The Evaluation Team will review each proposal to assess the Bidder’s responses to
the questions and requests for information that are detailed in SECTION 5, Part 2.
The Evaluation Team will pay particular attention to the implementation plan that will
meet the requirements of each IWTS service level. Also, the Team will review the
Bidder responses in this area to ensure consistency with related system requirements
provided in Attachment 6 A – D, Requirements Response Matrix. SECTION 5, Part 2
and SECTION 8 – Proposal Format more fully describe factors to be evaluated and
the format that the Bidder’s responses should take. The Evaluation Team will require
each responsive Bidder to execute a demonstration of their proposed solution, as
described in Section 10.
c. Cost Assessment
NOTE: Sealed cost information will not be opened until the Evaluation Team has
completed all of the previous steps in the evaluation process.

SECTION 9 – Page 3

State of California

IWTS RFP-DGS-3037

Cost information will only be evaluated for responsive bids. If a Bidder’s proposal has
been determined to be non-responsive during the earlier steps, cost information will
not be opened. The cost assessment will incorporate costs defined in SECTION 7 –
Pricing Proposal, and provided by the Bidder in Attachment 7-A, Pricing Workbook.
The evaluation will assess the Rate Per Minute for each Service Level, for each
volume and for each call type, according to a weighted score used by the Evaluation
Team covering all cost elements.
d. Selection of Contractor
The Evaluation Team will determine which Bidder proposal has the highest combined
score for all evaluation factors, up to a maximum of 1,000 points. This Bidder will be
declared the “selected contractor” pending final authorization by the State.
e. Summary of Overall Evaluation Scoring Process
In order to illustrate the manner by which proposals will be assessed, Table 9-2,
Summary of Overall Evaluation Scoring Process, presents a summary of the overall
evaluation process and demonstrates how the Evaluation Team will score each Bidder
proposal.
Table 9-2 Summary of Overall Evaluation Scoring Process
EVALUATION COMPONENTS

MAXIMUM
SCORE

BIDDER’S
SCORE

CONTENT VALIDATION
–

Proposal submitted in proper format?

–

Required number of proposal copies included?

–

Required information included?

N/A

Yes/No

If yes to all questions, continue, otherwise stop at this point.
ADMINISTRATIVE REQUIREMENTS RESPONSE (SECTION 5 Part 1)
-

Compliant responses provided for all requirements outlined in
SECTION 5.

N/A

Yes/No

If yes to all questions, continue, otherwise stop at this point.
BUSINESS FUNCTIONAL REQUIREMENTS RESPONSE (ATTACHMENT 6-A)
-

Compliant responses provided for all requirements outlined in
SECTION 6.

N/A

Yes/No

If yes to all questions, continue, otherwise stop at this point.
SYSTEM REQUIREMENTS RESPONSE (ATTACHMENT 6-B)
-

Compliant responses provided for all requirements outlined in
SECTION 6.

N/A

If yes to all questions, continue, otherwise stop at this point.
IMPLEMENTATION REQUIREMENTS RESPONSE (ATTACHMENT 6-C)

SECTION 9 – Page 4

Yes/No

State of California

IWTS RFP-DGS-3037

EVALUATION COMPONENTS
Compliant responses provided for all requirements outlined in
SECTION 6.

-

MAXIMUM
SCORE
N/A

BIDDER’S
SCORE
Yes/No

If yes, continue, otherwise stop at this point.
SERVICE SUPPORT REQUIREMENTS RESPONSE (ATTACHMENT 6-D)
Compliant responses provided for all requirements outlined in
SECTION 6.

-

N/A

If yes, continue, otherwise stop at this point.

PROPOSAL QUALITY FACTORS
1. Bidder Customer References

40

2. Project Team Experience
3. General Requirements

60
100

4. Service Requirements

40

5. Demonstration

60

COST ASSESSMENT (ATTACHMENT 7-A)
-

700

Weighted Cost Score

TOTAL POINTS AVAILABLE

1,000

SECTION 9 – Page 5

Yes/No

State of California

IWTS RFP-DGS-3037
Exhibit 9 - A
Cost Points Allocation Matrix

Baseline
Volume
Call Type
Local
Intralata
Interlata
Interstate
International
Total
High
Volume

Service
Level 1

Service
Level 2

1
2
20
1
0
24

12
145
287
23
0
467

Service
Level 1

Service
Level 2

Call Type

5%

10%

15%

20%

Local
Intralata
Interlata
Interstate
International
Total

.35
.35
2.1
.35
0

.35
.35
2.1
.35
0

.15
.15
.9
.15
0

.15
.15
.9
.15
0

Sub
Total

1
1
6
1
0
9

Grand
Total

13
147
307
24
0
491

5%

10%

15%

20%

1.05
23.1
43.75
2.1
0

1.05
23.1
43.75
2.1
0

.45
9.9
18.75
.35
0

.45
9.9
18.75
.35
0

Sub
Total

Grand Total

3
66
25
6
0
200

4
67
131
7
0
209

Point allocations are based on call minute volumes taken from the CDC/CYA 2003 Tables in SECTION 3 and split 70% Baseline and 30% High
Volume Call Type.
Cost Scoring Equation or formula is:

Lowest Cost Bid X Baseline & High Volume Call Type & Service Level Points = Bidder Cost Score
Bidders Cost Bid

SECTION 9 – Page 1

State of California

IWTS RFP-DGS-3037
SECTION 10 – Demonstration

10.1 General
The demonstration is intended to afford the State the opportunity to verify the claims
made by the responsive Bidder(s) of the Inmate/Ward Telephone System (IWTS) in
their proposals responding to Request For Proposal (RFP) requirements for IWTS.
The demonstration is also intended to allow the State the ability to corroborate the
evaluation of the proposal and to confirm that the pay telephone hardware, related
software and any Value Added are actually in operation.
10.2 Preparation and Submission of Plan
The Bidder must prepare and submit with their Draft and Final Proposals a complete
plan for the performance of all applicable segments of the demonstration. This plan
shall be approved by the State. The plan must include a discussion of the system
performance as proposed, including its internal and external software. The plan must
also include presentation of presently used performance, management records and
reports. The plan must also include the actual hardware, software, line access method
and type of feature group used for the demonstration configuration and an explanation
of if/how, any segment of the demonstration differs from that proposed. The
demonstration shall be a working demonstration using the Contractor’s actual network
to complete a call.
10.3 Location
The Bidder must provide or make all necessary arrangements for the demonstration
facilities at no cost to the State. The Bidder will determine the location of the
demonstration, however, demonstration within California is preferred and will be
attended at the State's expense. Demonstrations outside California will be attended
only if the Bidder agrees to reimburse the State for all travel and per diem expenses
and if prior approval is received from the State. (The Bidder will be billed by the
appropriate State accounting office). Approximately six (6) to ten (10) State personnel,
agents, or representatives will attend the demonstration.
10.4 Notification
The Bidder will be notified no later than ten (10) working days before the date for
Demonstration of Requirements as shown in SECTION 1 – Introduction. The
demonstration must be performed in substantial accordance with the requirements
specified below. Failure of the Bidder to successfully demonstrate the claims made in
their proposal may be sufficient to cause the proposal to be deemed non-responsive.
The State reserves the right to determine whether or not the demonstration has been
successfully passed.

SECTION 10– Page 1

State of California

IWTS RFP-DGS-3037

10.5 Inquiries
All inquiries concerning the demonstration must be submitted in writing to the DGS
Procurement Official listed in SECTION 1 – Introduction, of this RFP.
10.6 Schedule and Time
The time of the demonstration will be established by mutual agreement between the
Bidder and the State.
10.7 Demonstration Plan Requirements
The Bidder shall submit a plan outlining the activities, processes and data source to be
used for demonstration of the system’s ability to achieve the RFP’s specification and
requirements. Identification of demonstration site and duration should be included.
Demonstration of other special or enhanced options offered by Bidder’s solution
should also be included in the plan.
a. Materials
The Bidder will supply all proposed hardware, software, and documentation
needed for the functional demonstration.
b. Agenda
At the State's option, additional time may be scheduled if the Bidder finds it
necessary to rerun the demonstration (in whole or in part) due to any
malfunction encountered during the demonstration. The State team will arrive
at the Bidder’s demonstration site with the following expected agenda:
An introduction of personnel participating in the demonstration and a short
briefing by the Bidder to provide an overview of the demonstration and an
overview of the hardware and software of the proposed IWTS terminals.
Working demonstration
Phase I - Demonstration of all proposed services and equipment through
which these services will be furnished:
o

Demonstration of operator services, as required and proposed.

o

Demonstration/explanation of data processing systems, including detailed
cost reports.

o

Demonstration/explanation of centralized (non-premise based) features
and functionality available over proposed IWTS secure platform.

SECTION 10– Page 2

State of California
o

IWTS RFP-DGS-3037

Demonstration/explanation of all reports including Adhoc reports.

Functionality
The State expects the Bidder to demonstrate monitoring and recording
functionality and remote access activation.
User Friendliness
IWTS is especially interested in ease of use for the proposed system. The
State expects the Bidder to demonstrate ease of use in these areas:
o

Data input/output accomplished accurately, simply and quickly.

o

Ability of end users to designate any network or local printer for reports

o

User ability to easily and quickly customize Screens and Reports

Interfaces
Interface is necessary with several existing systems required for reporting
functions. The Bidder must demonstrate how the proposed system will
interface with existing applications used by the IWTS and DGS.
o

The system must be able to interface with Microsoft Excel, Word, and
Access for Ad Hoc Reports.

System Access
Demonstrate access to the proposed system from:
o

Recording Equipment

o

Internet

o

Local Area Network

o

Wide Area Network

o

Workstation

Maintenance
o

Availability

o

Response Time

SECTION 10– Page 3

State of California

IWTS RFP-DGS-3037

10.8 Scope and Results of the Demonstration
Each Bidder’s Demonstration Plan must address all functional requirements. Bidders
that successfully complete the demonstration of the proposed system solution will
participate in the cost opening phase of the proposal evaluation. A Bidder that fails to
successfully demonstrate their proposed solution will be disqualified.
If the State determines that the demonstration was successful, but that certain
operations were not, or could not be, physically demonstrated, the State may award
the contract to the highest scoring Bidder, contingent upon these features functioning
as required by the RFP upon installation in agencies having these requirements. If
after award these un-demonstrated specifications or requirements fail to function as
required, the State may terminate the contract in accordance with Appendix A, Rights
and Remedies of the State for Default.

SECTION 10– Page 4