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REQUEST FOR PROPOSAL
BIDS WILL BE PUBLICLY OPENED:
STATE OF LOUISIANA
MAY 07, 2001
DIVISION OF :\D~lINISTRA nON
OFFICE OF ST:\ TE PURCHASING
PURCHASING AGENCY NO.
VENDOR NO.
SOLICITATION
fILE NO.
OPENING DATE
10:00 AM
107001
2149481
05/07/01
SEE NO.8 BELOW. RETURN BID TO
10:00
214"481
AH
05/01101
OFFICE OF STATE PURCHASING
OFFICE OF STATE PURCHASING
POST OFFICE BOX 94095
BATON ROUGE, :"A 70804·9095
BUYER
ERNEST NUGENT. CPPB
(225) 342-8021
BUYER PHONE
DATE ISSUED
03/12101
REQ. AGENCY
101001
rOLD H£R£-->
OFFICE OF STATE PURCHASING
AGENCY REQ. NO.
1208456
ISIS REQ. NO.
VENDOR PHONE
01
FISCAL YEAR
91517
CLASS/SUBCLASS
SCHEDULED BEGIN DATE:
SCHEDULED END DATE
91876
T-NUHBER
PRISON PAY TELEPHONE SERVlCE
H·91876-YT
TO BE COHPLETED BY VENOOR
1 . _ _ _ PLEASE REHOVE rROH THIS COHHOOITV COOL
l.
DElIVERY IIIll B£ HADE: IN THIS NUKaER Of" DAYS AFTER AEalPT OF ORDER.
3._____ % CASH DISCOUNT FDA PROMPT PAYHENT Ir HADE IIITHIN THIRTY (30) DAYS. CASH DISCOUNTS FOR
LESS TlWI 30 DAYS OIl LESS THAN 1;( IIIlL IE ACCEPTED, BUT WIll IIOT BE CONSIDERED IN
~:___
5.
DETEllHIM1NG AWARDS. ON INDEFINITE QUAJlTI TY TERH CDNTRACTS, CASH DISCOllllTS WILL BE ACCfJ'TED AND TAXEH
BlIT IIIlL NOT BE CONSIDEA£D IN DElEllKININl: AWARDS.
lID BOND ATTAot(IJ,
CERTIFIED CHEClt ATTAOlED,
OTIIER, IF REQUIRED.
lID REFEREMC£ IlUItBCR. (THIS NUMaER IIILL APPEAR ON REstllTJIIG ORIlER OR CONTllACT>.
INSTRUCTIONS TO BIDDERS
1.
READ T1lE 0IT1R£ BID, IHCLUDINl: ALL TERJIS AIID CONDITIONS AHD SPECInUTJoNS.
l. All BID PRICES MUST BE TYPED OR WRITTEN IN INK. ANY CORRECTIONS, ERASURES OR OTHER FORJIS OF At TERATIOH TO lJHJT PRICES SHOtIlD BE
INITIAllED BV THE BIDDER.
3. THIS BID IS TO BE IWltJALLY SIGllED IN INK.
FOLD I\(JlE-->
~.
BID PRICES SHALL INClUDE DElIVERY OF ALL ITEMS F.O.B. CESTINATION OR AS OTHERWISE PROVIDED. BIDS CONTAINING -PAYKEHT IH ADVA~
OR "C.O.D- R[QUIREJ1DITS HAV BE REJECTED. PAYHENT IS TO BE IUDE WItHIN 30 DAYS AFTER REC£JPT llf' PROPERLY Ell£CUTED
IIMlICE OR IlUIV£RY, WttlctlEVER IS LATER.
S. AKOlIHT OF BID aoNO REQUIRED:
H/A.
lo.
AtIOUNT Of" PEllfORHANCE IOND, IF REQUIRED.
See Details Elsewhere Herein. (Sec 6.2.13.1)
7. DESIRED DElIVE~Y:
SEE DETAILS £LS[VH[R£ IN DOC1nY01T
a. TO ASSURE COH~Il.'ERATION Of YOUR UD. ALL aIDS AND ADDENDA SHOULD BE: REl1JAHEIl IN AN ENVELOPE OR PAcv.CE CLEARLY HARlCED IIlTH
THE BID OPE;'IHC DATE AND n£ BID HUHBER, DR SUBMITTED IN TIlE SPECIAL ENVELOPE IF F1JRHISHED F"OR THAT PURPOSE.
,. lIDS SUBHITTED ARE SUBJECT TO PROVISIONS or THE lAWS CF TIlE STATE Df LOUISIANA INCLUDING BUT NOT LI"ITED TD L.R.S. 3':1551-1736;
PURCHASINC RULES AND REGULATIONS; EXEClITlVE ORDERS; STlNOARD TERNS AND CONDITIONS; SPECIAL COHDITIONS; AND SPECIFICATIONS LISTED
IN THIS SOLICITAT.ON.
10. IKPORTANl: IY SIGHINC THE lID. TI~ BIDDER CERTIfIES COMPLIANCE IIITH ALL INSTRUCTIONS TO BIDDeRS, TEAKS, CONDITIONS AND
SPECIFICATIONS. AND FURTHER CERTIFIES THAT THIS BID IS HACE IIITHOUT COLLUSION OR FRAUD. THIS BID IS TO IE IUHUAllY SICKED IN INK
av A PERSON AlITHORIZ£D TO UND THE V£N1lOR (SEE NO.10>' ALL liD INFORHAlJOH SHAll BE HADE WITH INK OR TYPEWRITTEN.
FAX NUHBER:
U'UST BE SIGHED)
TITLE
DATE
(TYPED OR PRINTED)
/
STANDARD TER.MS & CONDITIONS
NWIIER
: 2149487
opm DATE: 05107/01
R.EQUESTFORPROPOSAL
1I100ER:
nME:
PACE
10:00 AM
T.NUIolBER : 91876
2
U ADDRESS All IHOUlRIES AND CORRESPOHDEMCE TO TIlE IlUYER AT TII£ PHON( 4NIl ADDRESS SHOWN nOli[.
ll. CDNFt:RENCE:
NA
NA
NA
13. lID FORHS.
All WRJTTDl lIDS, UNLESS OTHERWISE PfloYIDED FOR, IlUST I [ SUlHITTED ON, AND IN ACCORDANCE Wlnt, fORNS PROVIDED, PROPERLY
SIGHED CSEE No. 3D). lIDS SUBMITTED IN THE FOLLOWING HANNER WILL NOT IE AcCEPTED:
A. 110 CONTAINS NO SICNATURE INDICATING INTtNT 10 IE IOUHD;
I. 110 FILLED OUT IN PENCIL; AND
C. 110 NOT SlWlITTt:D ON Til[ SUTr'S STANDARD FORKS.
lIDS IUJST IE Ilf:CEIII[D AT THE ADDRESS SPECIF'JED IN THE SOLJCnATJON PRJOR TO lID OPEHINC TIKE IN ORllO! To IE CONSIDERED.
lELECRAPHIC AND FAX ALTERATIONS To lIDS RECEIVED &£FORE IJD OPENING TJKE WILL IE CONSIDERED PROVlDED FORNAL 110 AND WRITTEN
At T£RATJoN HAVE IEE:N Rt:CEII/Ell AND TlHE-STANPED I£FORE IJD OPENING TINE. ENTIRE lID SHOULD BE REtURNED, EXCEPT nEH PAl:ES NOT
UD.
14. STANDARDS 1IF QUALITY.
ANY PRODUCT OR SERVICE UD SJlAll ClN"ORK To All APPLJcAUE n:D£RAtAND STATE LAIIS AND REc;UUTIOHS AND TIlE SPECIFICATIONS
CONTAJNED IN THE SOLICITATION. llIILESS OTHERWISE SPECIfIED IN Ttl( SOLICITATION, ANY ItANUf'AClURfR'S IIAKE, T1WIE IWU:, IRAND
NAH(, OR CATALDI: IUtIER USED IN THE SPEClfJCATION JS FOR TIlE PURPOSE OF DESCRIIING ntE STANDARD OF QUALITY, PERroIWlCE, AND
CHARACTERISTICS DESIRED AND IS NOT INTDIDED To LlIUT OR RESTRJcT COK'EtITION. IIODO HUST SPECIfY mE BRAND AND HODEL NUIUIER
of T1fE PRoDUCT 0ffDISl IN HIS 110. lIDS NOT SPECIFYING IRAND AND HODEL NUHlER SliAll BE CONSIDERED AS DF1'ERJNG T1fE EXACT
PRODUCTS SPECIFIED IN THE SOLICITATION.
IS.
DESCRIPTIVE INfORHATION.
IIDIlERS PROPOSING AN EOUIVALOlT IRAND DR KODEL SIIOUlD SUBMIT WITII TIlE BID INfDRHATIOH (SUot AS ILLUSTRATIONS, DESCRIPTIVE
LITERATURE, TEa.lICAL DATA) SUFrICIOfT FoR ST ATr Of LOUISIAIIA 10 EVALUATr llUALITY, SUITABILITY, AND COIIPLIANCE IIInt THE
SPEClnCATIDHS IN TIlE SOLICITATIoN. FAIlURE To SUBMIT DEScRIPTIVE INFORMATION HAY CAUSE 110 TO IE REJeCTED. ANY alAHGE HAllE
TO A IWIUFACTUIlER'S PUBLIStlED SPECIF'ICATJONS SUBHITTt:D fOR A PRODUCT SHALL IE YERIFIABLF: IY THE HAN1JFACTlJRER. IF ITrNCS) 110
DO NOT fULLY C1lt1PLY IIInt SP£CIfJcATIONS lINCLUDING IRAND AND/OR PRODUCT NUHlER), UPPER HUST STATE IN IlllAT RESPECT ITDtlS)
DMATE. FAILURE TO NOTE EXCEPTIONS ON THE lIP FORH lUll NOT RElIEVE THE SUCCESSfUL IIPDER(S) fRllH SUPPL YINI: THE ACTUAL
PRll1lIJCTS REWESTED.
16. lIP OPENING.
IIDllERS HAY ATTOfD TIll: BIP OPDfING, BUT NO INFORHATJDN OR OPINIoNS °toNCDlNINC TIlE UL TIHATE CONTRACT AllARD IIILL IE GIVEN AT
THE lID OPENING OR DURING TIlE EVALUATION PROCESS. BIDS HAY IE EleAIUNED \lIntIN 7Z tiOURS AFTER lID oPENJIlC. INFORHATlON
PERTAINING TO alt\PLETED fILES HAY IE SECURED BY VISITING Tlf: STATE Of LOUISIANA DUlUHG NORHAL WRUNG IlOURS. WRITTEJI BID
TAIULATIONS IIILL NOT BE FURNISHED.
17.
AWARDSo
THE STATE Of' LOUISIANA RESERVES THE RIQfT TO AWARD ITEMS SCPARATELY, CROUPEP DR ON AN ALL-DR-NOllE IASIS AND TO REJEcT .ANY OR
ALL BIDS AND WAIYE ANY INFORHALITIES.
11. PRICES °
UNLESS OTHERWISE SPECIFIED IY THE STATE Of LOUISIANA IN TI£ SOLICITATION, 110 PRICES KUST IE COHPLETE, INCLUDING
TRANSPORTATION PREPAID IY BIPnER TO DESTINATION AND rIRH FOR ACCEPTAHC£ FDR A ttINItut OF 3D DAYS. If ACCEPTEP, PRIC£S HUST
BE nRH fOR TIlE COHTRAcnJAL PERIOD. lIDS OTIlER THAN r .O.B. DESTINATION HAY IE REJECTED. PRIC£S SliOULD BE QUOTED IN THE IJHIT
CEAot, lOX, CASE, ETC.) AS SPECIfIED IN THE SoLICITATION.
19. IlEUYERIES.
liDS HAY BE REJECTED If TIlE DELIVERY TIKE INDICATED IS LONGER THAN THAT SPECIFIED IN TKE SOLICITATION.
ZD. TAXES.
VENDOR IS RESPONSIBLE fOR INCLUDING ALL APPLICABLE TAX£S IN TIlE lID PRICE.
lOCAL SAL ES AND US£ TAXES.
STAT£ ACENCIES ARE EXEMPT FRO" All STATE AND
STANDARD TERMS & CONDITIONS
NUMBER : 2149487
DPDI DAn: 05107/01
T·NUIIOEJI : 91876
REQUEST FOR PROPOSAL
BIDDER:
TIME:
PACE
10:00 AM
3
21. HOI PRODUCTS.
UNLESS SPECJFJCALLY CALLED FOR IN THE SOLJCJTATJON. ALL PRODUCTS FOR PURCHASE MUST at NEil, NEYER PREYJOUS1Y USED. AND THE
CURRENT HODEL AND/OR PAClCACJNC. NO ROWWf"ACT\ilED. DOIl»4STRATOR, USED OR JRREQILAR PRODUCT IIIll at CONSJDERED FOR PUROIAS£
UNLESS OTHDlIIJSE SPECIFIED IN TIlE SOL ICITATION. Tll£ HA....FACTlIRER·S STANDARD IIlRRANTY IIIlL APPLY UNLESS OTHERIIJSE SPECIFIED
IN THE SOLJCJTATJON.
22.
CONTRACT R£NEIIALS.
UPON ACllfEMEJlT OF Tl£ STATE OF LOUJSIANA ACENCY AND TIlE CONTRACTOR. A TERH CONTRACT HAY BE EXTDlDED FOR 2 ADDITIONAL 12-KONTlI
PERJODS AT THE SAME PRICES, TERItS AHD CONDJTIOItS.
IN SUCN CASES, THE TOTAL CONTRACT TEAH CANNOT EXCEED 36 HONTHS.
23. CONTRACT CANCELLATJON.
TIlE STATE OF LOUJSIANA HAS THE RJl:KT TO CANCEL ANY CONTRACT, IN ACCORDANCE IIITH PURCHASINC RULES AND R£CULAlJOItS, FDA CAUSE,
JNClUDING alIT NOT LJKJlD TO, THE FOLLOIIJNC: (I) FAJlUR£ TO DElJYER IIJTHJN THE TIllE SP£CJFIED IN THE CONTRACT; (2) FAILURE OF
THE PROOUCT DR SERYJCE TO HEE'T SPECIFICATIONS, COHf'ORN TO SAMPLE QUALITY OR TO IE DELIVERED IN 1:000 CONOJTION;
(3) KJ$ROlR[SEHTATJOH BY T1i[ CONTRACTOR; (1,) FRAUD, COLLUSION, CONSPIRACY OR OTHER UHLAIIFUL KEANS or OBTUNJNc ANY CONTRACT
IIITH THE STATE, (5) CWlFLJCT OF CONTRACT PROVISJONS IIJTH CONSTITUTIONAL OR STATUTORY PROVISJONS OF SlATE OR FEDERAL LAII;
16) ANY OTHER aREAOi OF CONTRACT.
21,. DEFAULT OF CONTRACTOR.
FAILURE TO DELJY£R IIInlJN TIlE TlKE SPECJF'JEO IN TIlt BJD IIJll CONSTITUTE A DEFAULT AND HAY CAUSE CANCELLATION OF TIlE COHTAACT.
IIIIER[ nlE STATE HAS DETERKJHED THE CONTRACTOR TO BE IN IlEFAULT. TIlE STATE RESERVES THE RJClfT TO PUROIASE ANY OR All PROIlUCTS
OR S£RYJCES CllYERED BY THE CONTRACT ON THE OPDI IIARJtET AND TO OIARCE Tl£ CONTRACTOR VITH COST IN EXCESS OF THE CONTRACT
PRICE. UNTIL SUCH ASSESSED CHARCES HAY£ IEDI PAID, NO SU&SEQUEHT BJD FROII THE DEFWl TINe COHTRACTOR IIIll Be CONSIDERED.
25. ORDER or PRIORITY.
IN TKE CYENT 1lIERE JS A CWlFLJCT IlET\ItDl THE JNSTRUCTIONS TO IIIlIlERS OR STANDARD CONDITIONS AND THE SPECJAL CONDITIONS, THE
SPECIAL CONDJTJONS SHALL COVERN.
2'.
Al'PllCAlLE LAV.
ALL CONTRACTS SHAll BE CONSTRUEO IN ACCORDANCE WJTH AND COYERHOl BY Tl£ tAIlS
or
THE STATE OF lOUJSIANA.
27. EQUAL OPPORTUNITY. IY SUIlKITTIN~ AND SI;HINC THJS IJO, BIDDER AGREES THAT HE WILL NOT DJSCRI"INATE IN TKE RENDERIN; OF
SERVICES TO AHD/OR E"PLOYII£NT OF INDJYIDUAlS BECAUS£ OF RACE. COlOR, RELIGION, SEX, ACE, NATIONAL ORICJN, HANDICAP.
DJSABILITY, VETERAN STATUS, OR ANY OTHER NON-HEAIT FACTOR.
lB. SPECIAL ACCOHHOOATIOH.
ANY -QUALIFIED INDIVIDUAL IIITH A DISABILITr' AS DUINED BY THE AHERICANS VITH DISAallITIES ACT IIHO HAS SUBKJTTED A BID AND
DESIRES TO ATlDlII n£ BJD OPENING, IIUST NOTIFY THIS OffICE IN IlRJnNC HOT LATER THAN SEVEH DAVS PRIOR TO THE aID OPENING DATE
or THEIR lED FOR SPECIAl ACcllHIIODATIDNS. IF THE ilEIluEST CANNOT IE REASONABLY PROVIDED, THE INDIVIDUAL IIlll BE INFORKED PRIOR
TO THE aID OPDlINC.
29. I Nll£HHITY.
ClIN1TlACTOR AQtEE$, UPON RECEIPT OF IlRITTEN IIOTICE or A CUI" OR ACTION. TO DEF'DID THE CLUII OR ACTION. OR TAItE OTHER
APPROPRIATE H£ASUA£, TO INDOINJFY. AHlI HOLD NARKlESS, THE STATE, ITS OfFICERS, ITS ACENTS AND ITS 0fI1DY£ES FROII AND AGUNST
ALL CLAIKS AND ACTIONS FOR aoDIlY INJURY, DEATH OR PRllP£RTY DAHAC£S CAUSED BY THE FAULT DF THE CONTRACTOll, ITS OFFICERS, ITS
AeonS, OR ITS OIPLllYttS. CONTRACTOR IS OBUGATED TO INDEHNII'Y ONlY TO THE ElCTEHT OF Tl£ FAULT OF THE CONTRACTOR, ITS
ClFTICERS, ITS All(NTS, OR JTS EHPlllYttS. HOWEVER. Tl£ CONTRACTOR stlALl HAVE NO OBlIGATION AS SET FORTH ABOII( IIITH RESPECT TO
ANY Cl AIK OR ACTJ ON FROH 1001l Y IN.JURY, DEATH OR PROPERTY DAIIACES lRI SINC OIIT OF THE F'AUL T or THE STATE. ITS OF'F'I CEllS, ITS
ACENTS OR ITS EMPLOYEES.
3D. SJCIIA TlJA[ AUTHORITY.
IN ACCORDANCE WITH L.R.S. 39:1591, (ACT Ill), THE PERSON SICNINC TI£ BID MUST BE:
1. A ClmRENT CORPORATE OfTJCER, PlRTHERSHIP t£JIBER OR OTH£R IHDIVIIlUAl SPECIFIUll Y AUTHORIZED TO SUallJT A BID AS RUlECTED
IN THE APPROPRIATE RECORDS ON FILE VITH THE SECR£TARY OF STATEs OR
2; AN INDJVIIlUAL AUTHORIZED TO BIND THE YEHIlOR AS REF1.EClD BY A CORPORATE RESOLUTION, C£llTJFJCATE OR AFFIDAVIT; OR
3. OTHER DOCUHENTS INDICATINC AUTHORITY IIIIICH ARE ACCEPTABLE TO THE PUllllC ENTITY.
/
SPECIAL TERMS & CONDITIONS
NUJolBER : 2149487
OPDl DATE: 05107/01
1.HlAl8ER: 91876
. REQUEST FOR PROPOSAL
BIDDER:
nUE:
4
1 BID DELIVERY INSTRUCTIONS FOR STATE PURCHASING:
---
BIDDERS ARE HEREBY ADVISED THAT THE U.S. POSTAL SERVICE DOES NOT MAKE
DELIVERIES TO OUR PHYSICAL LOCATION.
BIDS MAY BE HAILED THROUGH THE U.S. POSTAL SERVICE TO OUR BOX AT:
OFFICE OF STATE PURCHASING
POBOX 94095
BATON ROUGE LA 70804-9095
BIDS MAY BE DELIVERED BY HAND DR COURIER SERVICE TO OUR PHYSICAL
LOCATION AT:
OFFICE OF STATE PURCHASING
ONE AMERICAN PLACE, 13TH FLOOR
301 MAIN STREET
BATON ROUGE LA 70802
BIDDER IS SOLELY RESPONSIBLE FOR ENSURING THAT ITS COURIER SERVICE
PROVIDER MAKES INSIDE DELIVERIES TO OUR PHYSICAL LOCATION. THE OFFICE
OF STATE PURCHASING IS NOT RESPONSIBLE FOR ANY DELAYS CAUSED BY THE
THE BIDDER'S CHOSEN MEANS OF BID DELIVERY.
BIDDER IS SOLELY RESPONSIBLE FOR THE TIMELY DELIVERY OF ITS BID.
FAILURE TO MEET THE BID OPENING DATE & TIME SHALL RESULT IN REJECTION
OF THE BID.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~*~~*~~~*~*~*~**~~~~~*~*~*~*~*
PUBLICIZING AWARDS. IN ACCORDANCE WITH L.A.C.34:I.535, UNSUCCESSFUL
BIDDERS WILL BE NOTIFIED OF THE AWARD PROVIDED THAT THEY SUBMIT WITH
THEIR BID A SELF-ADDRESSED STAMPED ENVELOPE REQUESTING THIS INFORMATION. AWARD INFORMATION MAY ALSO BE OBTAINED FROM "LA PAC" WHICH IS
ACCESSIBLE AT OUR WEBSITE WWW.STATE.LA.US/OSP/OSP.HTM
~***~*~~~*****.***.~
•• **.***.******~***~••• *~~~~~~~•• ~~~.~•• ~~****~***
2 TERMS AND CONDITIONS. THIS SOLICITATION CONTAINS ALL TERMS AND
CONDITIONS WITH RESPECT TO THE COMMODITIES HEREIN. ANY VENDOR
CONTRACTS, FORMS, TERMS OR OTHER MATERIALS SUBMITTED WITH BID MAY
CAUSE BID TO BE REJECTED. .
3 VENDOR'S FORMS. THE PURCHASE/RELEASE ORDER IS THE ONLY BINDING
DOCUMENT TO BE ISSUED AGAINST THIS CONTRACT. SIGNING OF VENDOR'S
FORMS IS NOT ALLOWED.
4 PRICE REDUCTIONS. WHENEVER THERE IS A REDUCTION IN PRICE, WHICH IS
LOWER THAN THE CONTRACT PRICE, OFFERED TO SIMILARLY SITUATED CUSTOMERS
CONTRACTING FOR THE SAME PERIOD AND UNDER THE SAME TERMS AND
CONDITIONS, SAID REDUCTION MUST BE PRESENTED DIRECTLY TO THE DIRECTOR
OF STATE PURCHASING. NO PRICE REDUCTION ON A STATEWIDE CONTRACT MAY
BE OFFERED TO AN AGENCY UNLESS THAT REDUCTION IS OFFERED TO ALL
AGENCIES.
5 DELIVERIES.
PACE
10:00 AM
CONTRACTORS WILL MAINTAIN AN ADEQUATE SUPPLY OF ALL ITEMS
SPECIAL TERMS & CONDITIONS
NUMBER
:
2149487
REQUEST FOR PROPOSAL
BIDDER:
OPEN DATE: 05/07/01
TIME:
10:00
AM
T·I/LUlIER : 91876
IN
---
5
O~DER
TO MEET SPECIFIED DELIVERY.
6 PAYMENT. PAYMENT WILL BE MADE ON THE BASIS OF UNIT PRICE AS LISTED
IN THIS CONTRACT; SUCH PRICE AND PAYMENT WILL CONSTITUTE FULL
COMPENSATION OF FURNISHING AND DELIVERING THE CONTRACT COMMODITIES.
IN NO CASE WILL THE STATE" AGENCY REFUSE TO MAKE PARTIAL PAYMENTS TO
THE CONTRACTOR ALTHOUGH ALL ITEMS HAVE NOT BEEN DELIVERED. THIS
PAYMENT IN NO WAY RELIEVES THE CONTRACTOR OF HIS RESPONSIBILITY TO
EFFECT SHIPMENT OF THE BALANCE OF THE ORDER. PAYMENT WILL BE TO
VENDOR AND ADDRESS AS SHOWN ON ORDER.
7 VENDOR LIST. THE BIDDER WHO SIGNS THE BID WILL BE DESIGNATED AS PRIME
CONTRACTOR ·ON ANY CONTRACT RESULTING FROM THIS SOLICITATION. IF
ADDITIONAL DISTRIBUTOR VENDORS ARE AUTHORIZED TO RECEIVE ORDERS FOR
ITEMS CONTAINED IN SAID CONTRACT. THE BIDDER MUST SUBMIT WITH THE BID.
A LIST OF THOSE ADDITIONAL AUTHORIZED DISTRIBUTORS INCLUDING THE
COMPLETE BUSINESS ADDRESS. THE PRIME CONTRACTOR WILL BE RESPONSIBLE
FOR THE ACTIONS OF ANY DISTRIBUTOR VENDORS LISTED.
B EEOC COMPLIANCE. BY SUBMITTING AND SIGNING THIS BID. BIDDER CERTIFIES
THAT HE AGREES TO ADHERE TO THE MANDATES DICTATED BY TITLE VI AND VII
OF THE CIVIL RIGHTS ACT 'OF 1964. AS AMENDED; THE VIETNAM ERA VETERANS'
READJUSTMENT ASSISTANCE ACT OF 1974; SECTION 503 OF THE REHABILITATION
ACT OF 1973; SECTION 202 OF EXECUTIVE ORDER 11246. AS AMENDED; AND THE
AMERICANS WITH DISABILITIES ACT OF 1990. BIDDER AGREES TO KEEP
INFDRMED DF AND COMPLY.WITH ALL FEDERAL. STATE AND LOCAL LAWS,
DRDINANCES AND REGULATIONS WHICH AFFECT HIS EMPLDYEES OR PRDSPECTIVE
EMPLOYEES.
9 COOPERATIVE PURCHASE. POLITICAL SUBDIVISIONS OF THE STATE AND QUASI
STATE AGENCIES MAY BE PERMITTED TD PURCHASE FROM CDNTRACTS MADE BY THE
OFFICE OF STATE PURCHASING. THE BIDDER MAY. AT ITS OPTION. AMEND THIS
BID SO THAT ANY CONTRACT AWARDED WILL NDT APPLY TO PDLITICAL
SUBDIVISIDNS OR QUASI AGENCIES.
BIDDER HEREBY AMENDS HIS BID SD THAT ANY CDNTRACT AWARDED
WILL NOT APPLY TO QUASI STATE AGENCIES OR OTHER POLITICAL
__________SUBDIVISIDNS OF THE STATE.
FAILURE TO MARK THE ABOVE WILL CONSTITUTE A WAIVER BY BIDDER OF THE
ABOVE OPTION.
10 ACCEPTANCE. UNLESS OTHERWISE SPECIFIED. BIDS ON THIS CONTRACT WILL
BE ASSUMED TO BE FIRM FOR ACCEPTANCE FOR A MINIMUM OF 60 DAYS. IF
ACCEPTED. PRICES MUST BE FIRM FOR THE SPECIFIED CONTRACT PERIOD.
11
PACE
VENDOR SECURITY CLEARANCE PROCESS: SUCCESSFUL VENDOR MAY BE REQUIRED
TO RECEIVE SECURITY CLEARANCE FOR ALL VENDOR PERSONNEL WORKING ON THE
PRISON COMPOUND. SUCCESSFUL VENDOR MUST FURNISH THE FULL NAME.
DRIVER'S LICENSE NUMBER. SOCIAL SECURITY NUMBER. DATE OF BIRTH, RACE
SPECIAL TERMS & CONDITIONS
NUMBER
: 2149487
05107101
T-NUMBER: 91876
OPEN DAt£:
REQUEST FOR PROPOSAL
BIDDER:
nilE:
PACE
10:00 AM
AND SEX OF EACH EMPLOYEE WHO WILL BE WORKING IN THE COMPOUND. THIS
INFORMATION. MUST BE FURNISHED IN WRITING TO THE ADMINISTRATIVE
DIRECTOR PRIOR TO COMMENCING WORK ON THE AWARDED PROJECT. A CRIMINAL
HISTORY CHECK WILL BE CONDUCTED ON EACH EMPlOYEE~ AND UPON APPROVAL,
ID CARDS WILL BE ISSUED TO EACH EMPLOYEE. NO VENDOR PERSONNEL WILL BE
WILL BE ALLOWED TO WORK ON THE PRISON COMPOUND UNTIL THE ABOVE
CLEARANCE APPROVAL PROCESS IS COMPLETED.
12 NON-EXCLUSIVITY
THIS AGREEMENT IS NON-EXCLUSIVE·AND SHALL NOT IN ANY WAY PRECLUDE
STATE AGENCIES FROM ENTERING INTO SIMILAR AGREEMENTS AND/OR
ARRANGEMENTS WITH OTHER VENDORS DR FROM ACQUIRING SIMILAR, EQUAL,
OR LIKE GOODS AND/OR SERVICES FROM OTHER ENTITIES DR SOURCES.
CONTRACT USAGE REPORT
SUCCESSFUL VENDOR SHOULD KEEP A COPY OF ALL ORDERS ISSUED AGAINST
THIS CONTRACT DURING THE CONTRACT PERIOD. APPROXIMATELY FOUR (4)
MONTHS PRIOR TO THE END OF THE CONTRACT PERIOD VENDOR IS TO BE
PREPAREn TO SUBMIT TO THE OFFICE OF STATE PURCHASING A CONTRACT
USAGE REPORT WITH COPIES OF ALL ORDERS.
THE USAGE REPORT IS TO INCLUDE THE VENDORS NAME, PHONE AND FAX
NUMBERS, THE PERSONS NAME WHO COMPLIED THE REPORT~ A SUMMARY
BY LINE ITEM WITH QUANTITY PURCHASED AND TOTAL VALUE OF EACH LINE
ITEM. ADDITIONALLY THE REPORT IS TO SUMMARIZE THE TOTAL DOLLAR
VOLUME OF THE ENTIRE CONTRACT. VENDOR MAY SUBMIT COMPUTER
GENERATED REPORTS AND CAN ITEMIZE BY ORDER NUMBER, BY LINE ITEM,
BUT THE LINE ITEM TOTALS, CONTRACT TOTALS AND COPIES OF ORDERS ARE
REQUIRED.
CONTRACT PERFORMANCE EVALUATION
IN AN EFFORT TO IMPROVE OUR CONTRACTS TO MEET THE NEEDS OF THE
AGENCIES WE SERVE, THE CONTRACTOR'S PERFORMANCE WILL BE MONITORED.
CONTRACTORS WILL BE EVALUATED ON THE CRITERIA LISTED IN ELEMENTS 3
THROUGH 25 OF THE CONTRACT PERFORMANCE EVALUATION FORM ATTACHED
TO THIS SOLICITATION. AGENCIES THAT USE THIS CONTRACT WILL BE
RANDOMLY POLLED TO COMPLETE THE EVALUATION FORM. THEIR RESPONSES
.WllL BE CONSIDERED IN DETERMINING OUR OPT~ONS FOR CONtRACT RENEWAL
OR REVISIONS AND RE-BIDDING. AGENCY REPORTS OF DEFICIENT PERFORMANCE
WILL BE APPROPRIATELY ADDRESSED DURING THE CONTRACT PERIOD.
6
CONTRACT PERFORMANCE EVALUATION
Page 7
The OffICe of State Purchasing is evaluating the amtrac:t mentioned below and Is requesting a response from your agency. Please
complete the form and return by the date specified. Failure to retum the form by the specified date will Indicate your agency is
satisfied with the contractor's perlormance and the contract contents. This fonn is designed to collect Infonnation prior to bidding
or renewing and not to report defident perl'onnance. Report all defident perfonnance on a Deficiency/Complaint fonn for
immediate action. The infonnation reported on this form will be used to detennine the effectiveness of the contract and if the
contract. as currently estabrlShed, and the contractor's perfonnance meets your agency's needs. Provide suggestions and any
additional comments on how we can improve the contract on the reverse side of this form or on an attachment We suggest that
you work as a team with your accountant(s) and end user(s) to answer the questions for each awarded vendor.
Emal7 this form to
• State Purchasing Officer at
@doa.state.la.us
(telephone number
) or maillD Division ofAdministration, Office ofState Purchasing, P. O. Box 94095,
Baton Rouge, LA 70804-9095 or fClx lD (225) 342-8688 by
_
AJ;jency Name:
_
Name and Title of Evaluator: ....,.....
EvaluatDr's Telephone No.:
Contract No.:
expiration Date:
Vendor(s):
INSTRucnONS:
Review each element and IncflCate If the contract meets your agency's need by responding with a Yes, No, or
N/A (not applk:able). Comments are requested on all-No· responses on questions 3 through 29 and question
1 when appropriate. For additional assistance contact the State Purchasing Officer indicated above.
Delivery
Product
Quality
Billing
manuals MSDS
_
_
_
RESPONSE:
OIeck the
appropriate box
1.0
SCOPE
1.1
DESCRIPTION OF EQUIPMENT, SYSTEM, OR SERVICE TO BE
PROVIDED
This bid document solicits bid responses for the acquisition of statewide prison
inmate pay telephone service and prison inmate call control systems for fifteen
(15) adult and juvenile institutions of the Louisiana Department of Public Safety
and Corrections, Corrections Services. The selected bidder shall compensate
the State for the ability to provide these services and systems.
1.2
NON-EXCLUSIVE CONTRACT
This is not an exclusive contract.
1.3
GUARANTEE OF QUANTITIES OR CONTRACT USE
Quantities that may be used in this bid document are for evaluation or
informational purposes only. .The State does not guarantee that these quantities
shall be purchased from the contract.
Included in Section 8 is a spreadsheet listing the numbers of inmates, inmate
telephones, and projected bed space expansion at the adult and juvenile
institutions for the next four fIScal years. The State reserves the right to add
additional institutions during the term of the contract. .
Also included in Section 8 is a spreadsheet listing the number of calls, call
minutes, and revenue generated during the current contract beginning in October
1996.
2.0
BID RESPONSE PREPARATION/SUBMITTAL INSTRUCTIONS
2.1
DEFINITIONS
Bid Document - for the purposes of this document, is defined as the document
used to solicit bids or proposals and may mean either an Invitation to Bid (lTB)
or a Request for Proposals (RFP).
Bid Response - for purposes of this document, .is defined as the document
submitted by a vendor in response to an ITB or an RFP.
8
Bidder - for purposes of this document, is defined as a person who submits a bid
in response to an ITB or a proposal in response to an RFP.
Contractor - means any person having a contract with a governmental body.
Correctional Agency - is defined as a jail, detention center, prison. or other
facility used to house inmates.
Emergency - means a failure of a local or remote processor that renders the
system incapable of performing its normal functions or a failure of fifty (50)
percent or more of the inmate telephones in one dormitory/camp.
.
Gross Billed Revenue - means actual charges to end users/responsible parties
for all call types from inmate telephones by the Contractor.
OTM Project Manager - may mean an employee of OTM who has been
assigned as project manager to a specific project or an OTM-designated
representative; i.e., an employee of another state agency other than OTM.
Service Offering - for purposes of this bid document, is defined as the bidder's
past and present performance (including any kn~wledge OTM may have
regarding the bidder's performance on State projects/contracts), the bidder's
experience and qualifications, as well as the bidder's proposed solution to the
State's needs and stated desirable features/functions, as applicable.
Shall - denotes a mandatory requirement, per Louisiana Revised Statute
39:1556, Paragraph 21.
2.2
CALENDAR OF EVENTS
Release Bids:
Pre-Bid Site Inspection:
Pre-Bid Conference:
Deadline to Receive Inquiries:
Deadline to Answer Inquiries:
Bid Opening:
2.3
March 14. 2001
See Section 2.5
9:00 A.M., March 28, 2001
OTM-150 3rd St.,12lh FL CR
Baton Rouge, LA
April 9, 2001
April 23, 2001
May 7.2001. 10:00 A.M.
BID DOCUMENT INQUIRIES
All written inquiries delivered to the address below and received by the deadline
in the Calendar of Events shall be answered in writing.
9
Nancy Jordan
Procurement Officer
Office of Telecommunications Management
P. O. Box 94280, Capitol Station
Baton Rouge, LA 70804-9280
FAX # (225) 342-7984
A copy of such inquiries should be delivered to:
Ernest Nugent
State Purchasing Officer
State Purchasing-Division of Administration
P. O. Box 94095,.Capitol Station
Baton Rouge, LA 70804-9095
FAX # (225) 342-8688
2.4
PRE-BID CONFERENCE
Bidders are encouraged to attend a pre-bid conference at
date specified in the Calendar of Events section.
2.5
th~
appointed site and
PRE-BID SITE INSPECTION
Bidders ate encouraged to visit the Dixon Correctional Institute (DCI) at
Jackson to determine the locations of the current inmate call control equipment.
DCI presently has two BellSouth central demarcations, one at the main prison
complex and a second demarcation. several miles away. Consequently, the
present Contractor has two inmate· call control systems to manage the inmate
telephones at both locations. DCI staff has expressed an interest in having only
one inmate call control system, located at the main prison complex, to manage
the inmate telephones at both locations. A site visit to DCI is recommended to
detennine the costs and time required to provide a single system.
Bidders are also encouraged to visit the Louisiana State Penitentiary at Angola
to inspect the location. This facility has the most complex wiring plan. Bidders
are encouraged to visit any of the other institutions if necessary. To schedule an
inspection at any facility, contact Mr. Terry Clair at telephon~ number (225)
342-8782.
2.6
NUMBER OF COPIES SUBMITTED
Each bidder shall submit one original and should submit two copies of the bid
response.
10
2.7
DELIVERY OF BID RESPONSES
All copies of each bid response shall be mailed or hand delivered. If mailed,
the address is:
State Purchasing-Division of Administration
P.O. Box 94095, Capitol Station
Baton Rouge, LA 70804-9095
If hand-delivered, the address is:
State Purchasing-Division of Administration
13th Floor - One American Place
301 Main Street
Baton Rouge, LA 70802
2.8
BLANK
2.9
JOINT BID RESPONSES
A joint bid response (two or more bidders quoting jointly on one bid response)
may be submitted, and each participating bidder shall sign the joint bid
response. If the contract is awarded to joint bidders, there shall be one contract
issued to the joint bidders. Each joint Contractor shall agree to take necessary
. action to ensure that all the obligations of the contract are met. Specifically, in
the event the State determines that one or more of the joint Contractors has not
met the obligations under the contract, the other joint Contractor shall take
necessary actions to enSure that the obligations of the contract are met at no
additional cost to the State and with the understanding that if a replacement
Contractor is utilized, the replacement Contractor shall comply with all terms
and conditions of the bid document and contract. Further, in the event the State
requires a perfonnance guarantee, the joint bidders shall submit a single
performance guarantee issued in the names of all joint bidders..In the event any
of the joint Contractors do not meet the performance requirements, the State
shall have the option to make claim up to the limit of the guarantee. The joint
Contractors shall also designate, in writing, one Contractor that shall function as
the single point of contact concerning all matters relating to the contract. The
State assumes no responsibility or obligation for' the division of orders or
purchases among the joint Contractors.
11
2.10
CONFIDENTIALITY
Bid responses submitted in response to this bid document may contain trade
secrets andlor privileged or confidential commercial or financial information
which the bidder (or his subcontractor) does not want used or disclosed for any
purpose other than evaluation of the bid response. The use and disclosure of
such data may be restricted. provided the bidder marks the cover sheet of the
bid response with the following legend, specifying the pages of the bid response
which are to be restricted in accordance with the conditions of the legend:
"The data contained in Pages __ of the bid response have been submitted in
confidence and contain trade secrets and/or priVileged or confidential
informacion and such data shall only be disclosed for evaluation purposes.
provided that if a contract is awarded to this bidder as a result of or in
connection with the submission of this bid response, the State of Louisiana shall
have the right to use or disclose the data therein to the extent provided in the
contract. This restriction does not limit the State of Louisiana's righl 10 use or
disclose data obtained from any source. including the bidder. without
restrictions. .,
Further, to protect such data, each page contammg such data shall be
specifically identified and marked "CONFIDENTIAL."
It should be noted, however, that data bearing the aforementioned legend shall
be SUbject to release under the· provision of the Louisiana Public Records Law.
L.R.S. 44.1 et. seq. The State of Louisiana assumes no liability for disclosure
or use of umnarked data and may use or disclose such data for any purpose. It
should be noted that any resultant contract shall become a matter of pUblic
record.
However. the State reserves the right to make any bid response, including
proprietary information contained therein, available to OTM, the Office of State
Purchasing personnel. the Office of the Governor, or other state agencies or
. organizations for the sole purpose of assisting the State in its evaluation of the
bid response.
The State shall require said individuals to protect the
confidentiality of any specifically identified proprietary information or
privileged business information obtained as a result of their participation in these
evaluations.
12
2.11
BID OPENlNG
Bid responses shall be opened publicly at the Office of State Purch~sing at the
date and time indicated in Calendar of EvenlS, Section 2.2. Only ~ of the
bidders submitting bid responses shall be read.
3.0
BID DOCUMENT REQUIREMENTS
3.1
BIDDER REQUIREMENTS
3.1.1
BIDDER QUALIFICATIONS
The State desires that the bidder has been in the business of providing inmate
telephone service including inmate call control systems for an extended period
of time.
The State desires that the bidder has provided or is currently providing inmate
telephone service including the inmate call control system for three (3)
customers.
The State desires that, for at least one of these customers, the bidder has
provided inmate telephone service including inmate call control systems in a
multi-year contract (2 or more years) andlor is currently providing service in the
third year of a multi-year contract for a Correctional agency.
The State desires that, for at least one of these customers, the bidder has
provided (or is providi;ng) inmate telephone service for at least one hundred
(l00) inmate telephones under the same contract.
The State desires customer references of the same size, scope, and content of
this bid document. Information received from the references shall be evaluated
to determine the extent and quality of the bidder's past and present performance,
experience, and qualifications. The State shall contact the references to
detennine bidder's qualifications, experience, and ability to meet contract
obligations.
If more that three (3) references are submitted, only the first three (3) shall be
evaluated. If any of the references cannot be contacted after repeated attempts,
the bidder shall be contacted for assistance.
The bidder should provide this information in Section 7.
13
Bidders are encouraged to supply relevant infonnation concerning their
qualifications to perform work under this contract and any value added benefits
of their service offerings. This information should be provided in narrative
form in Section 7 with lhe bid response.
3.2
TECHNICAL REQUIREMENTS
3.2.1
GENERAL
AlI" work performed in the institutions shall be conducted to avoid any
interference with normal operations of the correctional facilities.
The
Contractor shall make every effort to comply with all rules of the instituti"on to
protect public safety. .
Included in Section 8 is Corrections Services' department regulation on inmate
telephone use and the monitoring of inmate telephone calls.
Corrections Services reserves the right to request installation of additional pay
telephones or removal of installed pay telephones during the contract term. The
Corrections Services agrees that it shall make no unreasonable request for the
installation of the. pay telephone.
Shoulp the Contractor dispute the
reasonableness of any such request, the Contractor may request a contract
controversy hearing with the Office of State Purchasing. See Section 6.2.12.
The State desires that the prison inmate pay telephone service and prison inmate
call control system offer inmates (including the hearing impaired) reasonable
access to telephone communication without overtaxing the institution's ability to
properly maintain security and to avoid abuse of this privilege on the part of any
inmate. The State desires a single statewide system, compatible across all adult
. and juvenile institutions, for prison pay telephone and call control services. The
State desires a reliable and easy-to-use inmate call control system that shall aid
in the security and orderly management of the institution and protect the public
safety. The State desires to llcquire long-term, cost-effective, and state-of-theart system and services that shall meet the agency's changing needs and future
changes in this technology.
The bidder should provide a narrative describing the system's capability to meet
these desirable features and functions. This information should be provided in
Section 7.
14
3.2.2
RATES CHARGED
The rates charged by the Contractor to the end user/responsible party for prison
pay telephones and operator services shall be charged at the rates itemized in
Section 8 for the applicable schedules. These rates shall remain firm during the
term of the contract unless:
•
If the Louisiana Public Service Commission (LPSC) or the FCC issues
regulations that mandate lower rates, the Contractor shall be required to
decrease the affected rates immediately. The State and the Contractor
shall inunediately enter into negotiations to adjust the percentage of rate
compensation in accordance with procedures in Section 6.2.12.
•
If Corrections Services determines that it is in the best interest of the
State to change from one Rate Schedule to another (for example,
decrease rates charged from Rate Schedule 1 to Rate Schedule 3), the
Contractor shall be required to comply with this determination. The rate
of compensation percentage shall be adjusted in accordance with the
applicable Rate Schedule. The Contractor shall be notified in writing by
Corrections Services and shall begin charging the new Rate Schedule
rates within sixty (60) calendar days after receipt of notification.
3.2.3
SYSTEM FEATURES
3.2.3.1
MANDATORY SYSTEM FEATURES
The system shall:
•
operate twenty-four (24) hours a day, 365/366 days a year.
•
have an automatic restart function with no loss of data when electrical power
is restored after a power. failure.
•
have continuous on-line self-test diagnostics and error reporting.
•
immediately notify Contractor with audible alarms when there is a system
failure.
•
allow for software upgrades via a modem connection.
•
have automated daylight savings/standard time adjustments.
15
•
be completely integrated/compatible with existing inmate voice monitoring
and recording system (Global Tel*Link's LazerVoice System).
•
provide for all dates, times, telephone numbers, and PIN numbers logged
onto inmate call control system to be synchronized with dates, times,
telephone numbers, and PIN numbers logged onto existing inmate voice
monitoring and recording system.
•
limit inmate calls to collect calls only. Telephone service shall be one-way,
.out-going only. Direct dialed calls of any type shall be prohibited.
•
block access to groups of numbers such as those numbers with the prefixes
800. 877. 888, 900, 976, etc., and lO-lO-XXX numbers.
•
block access to emergency numbers such as 311, 911, etc. System shall
block access to directory assistance numbers such as 411.
•
block access to international calls.
•
block or remove a block on any telephone numbers chosen by the institution.
Blocking and unblocking shall be Department wide, institution wide, or by
inmate DOC number. .
•
block inmate telephones from sending "Caller ID" information.
•
support the placement of collect calls as station-to-station and as person-toperson via an automated operator function of the system.
•
clearly prompt the inmate to select the type of collect call to be placed
(station-to-station or person-to-person). If passive selection techniques are
used, the def~ult shall always be station-to-station.
•
if the inmate selects a person-to-person call, prompt the inmate to record the
calling party's naine and his/her name. The called party shall receive an
announcement to the effect that "This is a collect, person-to-person. call for
(called party's name) from inmate (inmate's name) at (the institution's
name). Will you accept the call? If so, say 'yes' or press 1. If you do not
wish to accept the call, please hang up." The system shall not allow for
passive acceptance of any calls.
16
•
have an automated operator that shall provide called/billed party acceptance
and refusal techniques for touchtone and rotary dial called party telephones.
Passive acceptance techniques shall not be utilized. The caller's microphone
shall be turned off until the call is accepted. The automated operator shall
utilize either speech recognition or touchtone and rotary pulse detection for
acceptance or rejection of the call. If the called party does not provide a
required response (positive or negative) within 10 seconds, the automated
operator may replay the call information or disconnect the call. Under no
circumstances shall the automated operator complete the call and bill the
. proper party without positive acceptance of the call from the called party.
Billable time for these calls shall begin when the called party has positively
accepted the call and the caller's microphone is activated.
•
if the inmate makes a station-to-station call, provide a pre-recorded
announcement on the initial response to the called party as to the origination
of the call to the effect that "This is a collect call from inmate (inmate's
name), at (the institution's name). Will you accept the call? If so, say 'yes'
or press I. If you do not wish to accept the call, hang up. tt
•
not allow an inmate to speak to the called party until the call has been
accepted.
•
use the Department's imnate identification number (DOC number) as the
PIN number. The DOC number is eight .digits in length.
•
restrict each inmate to an approved list of telephone numbers as per the
Department's regula.tion on Inmate Telephone usage (Department Regulation
B-QS-QOl). System shall be capable of limiting an inmate's usage to an
individual telephone or a group of telephones.
•
at the discretion of the Warden, allow inmates to create their own approved
telephone lists via the inmate telephones. The Warden can allow all inmates
to create their own lists or limit it to a dormitory or camp. During time
periods determined by the Warden, inmates may dial the telephone numbers
they want on their approved lists the system shall call the selected telephone
number and the called party shall give its approval for inclusion on the .
inmate's approved telephone list.
I
I
•
if a decentralized system is used, electronically transfer an irunate's
approved telephone list and blocked numbers from the on-site equipment at
the sending institution to the on-site equipment at the receiving institution,
eliminating the need to reenter the information at the receiving institution.
17
•
restrict continuous calls to the same telephone number based on time and
frequency parameters as determined by the Warden.
•
provide the capability to set time limits in one-minute increments from one
(1) to sixty (60) minutes.
System shall provide the capability for
Corrections Services personnel to set time limits for each telephone. This
capability shall allow a Warden to set time limits for individual telephones,
groups of telephones in a dormitory/camp, and the entire institution.
•
be capable of producing a random message to be played as prescribed by
Corrections Services. This message shaH be played in five (5) minute
intervals for a total of three (3) times during a fifteen (15) minute call. In
each five (5) minute interval, the message shall be played' at random times.
The message should say, "You are talking to an inmate from (the
institution's name). Any attempt to add another party in this conversation
shall result in the call being terminated immediately." The Warden may
desire a more local message; therefore the need for flexibility shall be
necessary. Sound level shall be adjustable.
•
be capable of having a termination beep and message (at a time to be
determined by the Warden) before the time expires, e.g., "You have one
more minute to complete your call. At that time your call shall be
disconnected...
•
have sufficient sound so that both parties can easily hear each other. The
State expects industry standards to be adequate. This sound level shall meet
the approval of the Warden. Contractor shall be required to provide sound
enhancing and/or noise suppression equipment at the request of the Warden
at no cost to the State. Equipment shall have adjustable control settings that
are set by the Contractor's technicians only.
•
meet the North American Telephone Transmission Standards for voice
quality network switched lines.
•
excluding computer workstation, be programmed on a timer so that the
telephones shall be turned on and off at designated times. System shall be
flexible so that times and days may be changed to coincide with holidays and
weekends. Corrections Services personnel shall be trained by the Contractor
and allowed to make these changes at no additional cost to the State.
18
3.2.3.2
•
be capable of providing call detail for each instirution so that the calls may
be reviewed by immediate access to call detail via the Contractor-provided
PC/printer. Every two years, to avoid obsolescence, the Contractor shall
replace the Contractor-provided PC/printer at each instirution.
•
include detailed call reporting onsite by Contractor-provided PC/printer at
each institution that shall record every attempted and completed call.
System shall generate a print review of a single day's call activity report
. within one minute of request.
•
provide online, onsite storage of inmate call detail records for three years at
each institution of its call detail records.
•
provide a centralized database where all call records are stored for three
years. The central database shall be used by institution/Headquarters' staff
for multi-institutional needs.
•
export call detail records to an application database, such as Microsoft
Access. to support internal prison information system.
•
provide flexible network design for access from within the Corrections' wide
area network and each institution's local area network.
•
allow multiple Corrections' personnel access to reports. (See Section 6.2.7).
These multiple users shall have access to the system without interfering with
simultaneous processing and storing of call detail information.
•
provide standard reports by time. date, channel, origination number,
destination number. PIN # (DOC #), groups, duration of call, call status
(e.g., call terminated because of time .limit. call blocked, call denied. call
accepted, etc.). donnitory, camp. System shall be capable of searching for a
partial telephone number: by area code only. three..<figit local calling area
only. last four digits of a telephone number only, or any combination of the
three.
DESIRABLE SYSTEM FEATURES
The State desires that the Contractor offer a prepaid telephone service option
that provides the same level of security and control as described in this bid
document for the call.control system. If a prepaid service option is proposed,
the service shall be sold over the counter at the instiOltion.
19
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The bidder should provide the rate of compensation, rate schedules, purchase
price of service. and a description of prepaid telephone service features and
functions in Section 7.
3.2.3.3
TELEPHONES
The Contractor shall:
•
provide, at the discretion of the Warden, in high density living areas or
other locations designated by the Warden, telephones that have t.he
following three features: fmgerprint identification capability, open
microphone capability, and pinhole camera capability. These telephones
shall represent approximately 90% of the total inmate telephones at each
Institution. The system shall be capable of disabling these features for
individual telephones, groups of telephones, or all telephones at that
Institution. The telephones shall still be operable when these features are
disabled. The telephones shall still be operable if a system malfunction
prevents any or all features from operating properly.
•
install inmate telephones in areas other than living areas, such as the
infirmary, as determined by the Warden.
•
provide telephone sets that are standard coinless, with heavy gauge steel
and with vandal-resistant covering with a lanyard lenglh to be determined
at the discretion of each Warden.
•
provide at least qne (1) telephone set for every twenty (20) inmates.
Wardens shall make the final decision on the number of telephones at
his/her institution. See Section 8 for institution locations, number of
inmates, and number of telephones. The State reserves the right to
increase the ratio of telephone sets to inmates at any time during the term
of the contract.
•
provide telephone sets that are powered through the telephone line and
require no additional power source.
•
provide for manual off and on switches for each individual telephone in a
dormitory or camp. Switches shall be placed in a designated spot chosen
by the Warden. All telephone calls terminated through the switches shall
be disconnected immediately.
20
•
3.2.3.4
provide one or more high quality (900 MHz, 2.4 GHz. etc.) cordless pay
telephone instruments per institution as requested by the Warden for use in
areas such as the infinnary. donnitories. or cell blocks. Commissions
shall be paid by the Contractor for all calls made from these cordless pay
telephones.
WIRING
The Contractor may use existing wire and conduit to install the Contractor's pay
telephones and equipment. Contractor shall be responsible for the maintenance
and support of that existing wire and conduit to insure service for his pay
telephones and equipment.
When new pay telephones are ordered by the State for installation, it shall be the
Contractor's responsibility to furnish and install all wiring, conduit,
connections, and terminations necessary to provide a fully operational telephone
from the pay telephone location to the demarcation point, at no additional cost to
the State.
Any Contractor-supplied wiring, conduit, connections, and terminations shall
become the property of the State at the tennination of the contract.
3.2.3.5
AMERICANS WITH DISABILITIES ACT REQUIREMENTS
The Contractor shall install and provide portable Telecommunications Devices
for the Deaf. (TDD) and other communication devices in designated areas as
required under the Am~ricans with Disabilities Act (ADA) as outlined in the
Uniform Federal Accessibility Standards (UFAS) or ADA Accessibility
Guideline (ADAAG). TDD devices shall have paper printout capabilities that
include printout of the telephone number called, date and time, and inmate's
PIN (DOC) number. Any cost associated with installing such devices shall be
borne by the Contractor. Any' telephone dedicated for TDD use shall be
restricted to toll-free numbers reserved for TDD access. For TDD calls, the
automated voice prompts and random messages shall be suppressed.
The Contractor shall bear all responsibility for bringing all pay telephone
equipment (new and replaced) located at the institutions into complete adherence
with any and all standards established in the American Disabilities Act for new
installation. No "grandfathering" of existing locations shall be allowed.
Contractor shall be responsible for ADA adherence during the entire term of
the contract, including renewals.
21
3.2.4
CUSTOMER SERVICE AND SUPPORT
3.2.4.1
CORRECTIONS SERVICES
The Adult Reception and Diagnostic Center (ADRC) located at the Elayn Hum
Correctional Center (EHCC) in St. Gabriel, LA serves as the primary intake
and screening facility for all new inmates entering the DOC system.
The Contractor shall assign one full·time contract employee to be domiciled at
EHCC to coordinate all of the Contractor's system installations, maintenance,
and administration for the inmate telephone systems. This contract employee
shall be responsible for the inputting the DOC numbers for all inmates, and
inputting and revising the approved telephone lists for all inmates. This contract
employee at EHCC shall provide these services during the entire contract term,
inclUding renewals.
The Louisiana State Penitentiary (LSP) at Angola, LA houses 5, 100 inmates in a
main prison complex and outlying camps. There are approximately 270 inmate
telephones located throughout LSP.
The Contractor shall assign a second full-time contract employee to be
domiciled at LSP with primary duties to troubleshoot and repair the Contractor's
system and telephones at LSP. Secondary duties, in order of priority, shall be:
1) inputting the DOC numbers for all LSP inmates, and inputting and revising
the approved telephone lists for all LSP inmates, 2) troubleshooting and
repairing the Contractor's systems and telephones at other DOC institutions, and
3) serving as a backup' to the full-time contract employee at EHCC. This
contract employee at LSP shall provide these services during the entire contract
term, including renewals.
3.2.4.2
BILLED PARTY INQUIRIES
The Contractor shall provide a toll free customer service number for billed
parties' billing inquiries. The Contractor's employees who are staffing the
customer service number shall be knowledgeable about and familiar with inmate
calling services and with this contract in particular. The toll free customer
service number shall appear on the end user's/responsible party's bill. The
State shall not be responsible for reconciling any billing inquiries with third
parties. This function shall be the total responsibility of the Contractor.
22
3.2.5
FRAUDULENT CALLS
The Contractor shall compensate the State for all completed calls, even those
which may be determined to have been made under fraudulent conditions. The
State shall make reasonable attempts to assist the Contractor in identifying those
parties responsible for fraudulent calls. The Contractor shall hold the State
harmless for any costs associated with fraudulent calls.
3.3
EQUIPMENT/SERVICE PROVISION REQUIREMENTS
3.3.1
DELIVERY
Whenever new pay telephones are ordered by the State after conversion from
the existing Contractor to the new Contractor, the pay telephones shall be
installed and made operational no later than twenty (20) calendar days after
receipt of order (ARO). However, the State desires a shorter installation
interval. If new installations are not completed and operational within thirty
(30) calendar days, liquidated damages shall apply. The bidder should indicate
a guaranteed installation/operational interval for new pay telephones in Section
7.
See section 3.3.2.2, Implementation Plan, for additional delivery requirements.
3.3.2
IMPLEMENTATION
3.3.2.1
INTERFACE WITH COMMON CARRIER
The Contractor shall be responsible for all arrangements to interconnect the
system proposed to the Common Carrier system and shall coordinate all such
arrangements with the OTM Project Manager.
3.3.2.2
JMPLEMENTAnON PLAN
The State desires that the bidder provide a detailed implementation plan that
addresses all aspects of the conversion effort from the current Contractor to the
new Contractor.
The State desires that this plan illustrate a thorough
understanding of the conversion effort to be undertaken to insure a relatively
trouble free ~plementation of prison pay telephone services. The State desires
that the transition cause as minimal disruption and downtime at each institution
as possible. The State desires that the entire conversion effort take no more
than ninety (90) calendar days. The plan should be submitted with the bid
response in Section 7. The plan should include milestones for each institution
to show the orderly progression of events and cutover of the system to service,
23
.
i.e., site survey, equipment delivery, installation of cable and equipment,
notification to Corrections Services confU1l1ing cutover date, system test, system
training, system cutover, system performance, delivery of documentation, and
system acceptance. The preceding should be expressed as dates, not as
increments of time. Installation shall not begin until all implementation
schedules have been received and approved by the aTM Project Manager. The
implementation plan shall show the cutover date for each institution's system, as
agreed to by the Contractor, agency, and the aTM Project Manager. The
installation of systems may be performed in stages, such as groups of systems
by institutions in a region of the State; however, any installation schedule shall
be agreed upon by all parties.
If a satisfactory installation schedule cannot be agreed upon, the State reserves
the right to cancel the contract and rebid the entire project.
Due to the necessity for the gradual phasing in of users of the current contract to
the new contract, there shall be two periods of time in which both contracts are
in effect. These periods shall be known as transition periods during which new
orders shall be placed with the new Contractor while service continues with the
old Contractor. No new orders shall be placed with the old Contractor. These
periods are anticipated to take approximately ninety (90) calendar days each. At
the end of the transition periods, service with the old Contractor shall be
discontinued and all new and continuing orders shall be placed with the new
Contractor. During the transition period, each Contractor shall compensate the
State for services provided.
3.3.3
INSTALLATION
3.3.3.1
PRE-INSTALLATION MEETING
Upon request by the State, the Contractor shall be required to attend a preinstallation on-site meeting with representatives of the user-agency and OTM
before the project conunences at no cost to the State.
3.3.3.2
BLANK
3.3.3.3
SITE RESTORATION
The Contractor shall be responsible for restoring each worksite to its original
condition.
24
3.3.3.4
TEST REQUIREMENTS
The Contractor shall perfonn the standard system manufacturer's tests prior to
system acceptance at each institution.
3.3.3.5
EXECUTION OF WORK
The Contractor shall provide a sufficient number of personnel, including all
subcontractors, who possess the vital experience and skills necessary to perform
the contracted work and shall not arbitrarily remove skilled and experienced
personnel from any state project during the term of the contract and any
renewals. Contractor personnel changes which adversely impact the work in 'any
manner may be caus~ for cancellation of the contract for default.
The work shall be executed in a satisfactory and workmanlike manner and at a
raie of progress sufficient to ensure completion within the contract period. The
State may inspect the work's preparation, progress, and manner of execution.
The Contractor shall provide to the OTM Project Manager the name of a job
site superintendent who shall work with the OTM Project Manager to remedy
any problems.
3.3.4
SYSTEM CUTOVER
The Contractor, agency, and OTM Project Manager shall agree on a date and
time for cutover for each institution. The OTM Project Manager shall approve
in writing that the Contractor can proceed with cutover at the institution.
Corrections Services re<:ognizes that there shall be system downtime during the
cutover at each institution. Downtime should be minimized, and the Contractor
should provide in writing to the institution's Warden a proposed cutover
schedule listing the action items and the estimated amount of time to complete
each item.
3.3.4.1
CONDITIONS REQUIRED FOR OTM TO ACKNOWLEDGE CUTOVER
COMPLETION
Cutover at an institution shall not be considered complete until these conditions
are met:
a.
The system has been delivered and installed.
b.
The system, services. and features are fully operational.
25
·:.iOdith
..... .. .. .6.. .
.
;;;":cuz;
3.3.4.2
c.
The system has passed all manufacturer's system tests and/or all OTM's
prescribed tests.
d.
Agency users have received training, as designated.
e.
Any other requirements as may be specified herein.
DISPOSITION OF EXISTING SYSTEMS
The OTM Project Manager shall be responsible for coordinating the disconnect
and removal of the existing pay telephones and inmate call control systems. The
existing system shall be disconnected no earlier than one day after the scheduled
cutover in the event of a flash cutover. In the event existing cable is used, the
existing system shall be disconnected on the cutover date.
Dual service (half-tap), if required by the user agency. shall be requested by the
OTM Project Manager on the central office circuits from the system test date
until the disconnect date of the existing system.
The new Contractor may purchase the existing pay telephones from the current
Contractor for use with the new Contractor's inmate call control system. If the
new Contractor does purchase the existing pay telephones, the new Contractor
shall keep compatible keypads, receivers and lanyards, hook switches, etc.• in
inventory.
3.3.4.3
ACKNOWLEDGEMENT OF CUTOVER COMPLETION
The OTM Project Manager shall notify the Contractor in writing that cutover
has "been completed. Performance period shall begin upon date of cutover
completion.
3.3.5
PERFORMANCE PERIOD
The system installed at each institution shall undergo a performance period of
thirty· days, or a shorter period of time as determined by the Warden at the
institution. The system shall complete 99.0 percent uptime to constitute a
successful performance period.
Up-time percentage is computed by dividing the total hours (or fraction thereot)
the system was available and functioning by the total hours (or fraction thereot)
in the performance period. Downtime for each incident shall start from the time
26
Corrections Services contacts the Contractor's designated representative until
the equipment is returned to normal operating condition. Downtime is defmed
as the time a system has a critical problem as defmed herein. The State shall
maintain records to satisfy the requirements of the perfonnance period.
3.3.6
ACCEPTANCE DATE
The day upon which a successful performance period is completed shall be
known as the acceptance date, and warranty shall begin. The OTM Project
Manager shall acknowledge in writing the date of acceptance.
3.3.7
YEAR 2000 COMPLIANCE
All services procured by the State shall be year 2000-compliant. This means
that the systems, equipment, and software utilized to provide the contracted
service shall not cease to operate, operate abnormally or produce incorrect
results prior to, during, or after the year 2000 as a result of processing, storing
or displaying date data.
Prior to award, the successful bidder shall certify that any service being
provided is year 2000-compliant by reading, signing, and dating the
Certification Statement enclosed herein. If the successful bidder cannot provide
certification, the bidder shall indicate the date on which the necessary year
2000-compliant service upgrades shall be made available to the State at no
additional cost. In no case shall this date be later than the bid opening date.
Billing information, w~ether supplied on magnetic tape or as a hard copy
produced by the contractor's or hislher subcontractor's software,. shall be
required to provide fault-free performance in the manipulation of data with dates
prior to, through, and beyond January 1, 2000, and shall be transparent to the
user. All software products utilized to provide billing data shall successfully
transition into the year 2000 with the correct system date, without human
intervention, including leap year calculations. Processing of date and daterelated data shall include, but not be limited to, calculating, comparing, and
sequencing.
All reports. including usage and traffic reports, whether supplied on magnetic
tape or as a hard copy produced by the contractor's or hislher subcontractor's
software, shall be required to provide fault-free performance in the manipulation
of data with dates prior to. through. and beyond January I, 2000, and shall be
transparent to the user. All software products utilized to provide reports shall.
27
successfully transition into the year 2000 with the correct system date, without
human intervention, including leap year calculations. Processing of date and
date-related data shall include, but not be limited to, calculating, comparing, and
sequencing.
3.3.7.1
CERTIFICATION STATEMENT
Bidder certifies that the products acquired under this contract presently meet all
the Year 2000 compliance criteria specified by the State. Year 2000 compliance
is defined as follows:
1)
All dates stored by the product on external media shall be stored in a
standard date format that includes a 4 digit year representing century and
year (CCYY) or some other date format that accomplishes Year 2000
compliance....
2)
The product shall not end abnormally or give incorrect results during
operation prior to, during or after the year 2000 as a result of
processing, storing, or displaying date data.
3)
Any date calculation software provided by the bidder shall produce
correct results processing date data within and between the twentieth and
twenty-first centuries. This would include any software provided for:
computation of date range (time) periods, computation of future dates.
leap year determinations, day-of-week determinations, day-of-year
determinations, collating sequences used in sorts and merges,
comparisons determining which date is earlier or later. and any other
usual manipulations of date data.
4)
The term Ilproduct" as used herein refers to those goods or services
supplied by the bidder under this contract. The bidder shall not be held
responsible for errors introduced by failure of other products that may
exchange data with bidder's product.
Notwithstanding any other provisions to the contrary regarding warranties or
remedies for breach, the remedies available to the State shall include forthwith
repair or replacement of any provided product whose non-compliance is
discovered and reported by the State to the Bidder.
Bidder Authorized Signature
28
Date
*If date format other than the standard 4 digit year representing century and
year (CCYY) is used, bidder should indicate the method to be used to
accomplish Year 2000 compliance:
3.3.7.2
SUBMlSSION OF CERTIFICATION
The successful bidder shall be required to submit the Certification Statement to
the State prior to award.
Failure to provide the signed Certification Statement by the State-designated
dead~ine shall result in a rejection of the bid response.
3,4
BLANK
3.5
TRAINING REQUIREl\1ENTS
The Contractor shall:
•
provide all end-user (inmate telephone liaisons, investigative officers,
assistant wardens, etc.) training at no cost to the State.
•
provide all end-user training onsite at the institutions.
•
provide initial· training at contract startup, training for new employees
throughout the contract period, and refresher training for previously trained
employees throughout the contract period, upon request by the State.
•
provide additional training to existing staff if a major software
enhancement/modification significantly impacts the use of the system.
•
provide training to end-users on how to generate system reports.
•
provide training on how to maintain inmate approved telephone lists and
block telephone numbers, if an institution elects to maintain its own lists and
numbers.
•
provide written training materials to students as part of the end-user training.
The State desires to receive thorough and dependable training from the
Contractor. The bidder should describe the training program in Section 7.
29
3.6
DOCUMENTATION REQUIREMENTS
The Contractor shall provide training materials as described in Section 3.5.
4.0
PRICING SPECIFICATIONS
4.1
PRICING SPECIFIC TO THE BID DOCUMENT
4.1.1
RATE OF COMPENSATION
The bidder shall provide a rate of compensation at the call rates described in
Rate Schedules I through 4 on the form in Section 7. The rate of compensation
shall be stated as a percentage of the Contractor's gross billed revenue from all
completed calls at the Rate Schedules 1 through 4 rates in Section 8. The
percentages quoted may be different for each Rate Schedule. It is permissible
for the bidder to quote a zero percentage. All percentages shall be stated in
whole numbers; i.e., 50% not 50.1 %. Negative compensation rates shall not be
acceptable; bid responses submitted with negative compensation rates shall be
rejected.
The State desires that the bidder's compensation percentages at Rate Schedules
2, 3, and 4 in Section 8 be as high as possible.
If the bidder is providing a prepaid telephone service option, the bidder shall
provide a rate schedule and a rate of compensation for calls made using prepaid
telephone service. This information should be provided in Section 7.
5.0
EVALUATION AND AWARD
5.1
GENERAL
5.1.1
NO AWARD
The State reserves the right to cancel the bid document and not award to any
bidder.
5.1.2
ADDITIONAL INFORMATION
The State reserves the right to require additional information from bidders and
to conduct necessary investigations to determine responsibility of bidders or to
determine accuracy of bid response information. If additional information is
requested, the bidder shall furnish it within the State's stipulated deadline.
Failure to do shall result in rejection of the bid response.
30
5.2
CRITERIA
5.2.1
ADMINISTRATIVE AND TECHNICAL COMPLIANCE
All bid responses received as a result of this bid document shall be subject to
review for the purposes of selecting.a bidder to whom a contract shall be
awarded. No information shall be given out concerning the ultimate outcome
while consideration of the award is in progress.
The successful bidder shall meet all mandatory administrative and technical
requirements.
5.2.2
SPEClFIC CRITERIA (WEIGHTED)
Compensation. The maximum points, sixty (60), for this criteria shall be
awarded to the bidder who bids the highest percentage of compensation for Rate
Schedule 1.
Service Offering. Bidders who are found to be technically and administratively
compliant shall be assigned points in the Service Offering category. Points shall
be assigned based on how well the bidder's service offering meets or exceeds
the stated desirable features/functions, the State's perceived value of the service
offering, and how well the bidder's overall service offering compares to the
service offerings of other bidders eligible to receive points in this category.
As part of the service offering evaluation, each bidder's inmate control system
shall be subjected to a performance evaluation in order to determine its ability to
prevent the called party' from adding a third party to a call from an inmate. Any
failure shall result in loss of points in the Service Offering Category.
1.
The total number of test calls shall not exceed twenty (20).
2.
The test shall encompass both digital and analog technologies.
3.
The test shall encompass both central office and customer premIse
equipment based systems.
4.
The test shall encompass landline and free air technologies.
Any hardware and software utilized in the demonstration of three-way call block
capability shall be functional in all installed systems. The bidder shall be
required to assist the State in conducting this test.
31
The maximum number of points that may be awarded for this criteria is forty
(40). It is possible that no bidder may receive the maximum number of points.
Demonstration. Prior to award and at no cost to the State (all expenses
associated with the demonstration shall be borne by the Contractor with the
exception of travel, meals, and lodging for State personnel), the selected bidder
shall be required to provide Corrections Services a complete demonstration of
the inmate call control system, utilizing the same hardware and software
configuration as proposed in the bid response. Failure to demonstrate to the
satisfaction of Corrections Services that the system has met all mandatory
requirements shall result in rejection of the bid response.
In the event that the initial selected bidder is rejected, the next highest ranked
bidder shall be required to provige a complete demonstration of its inmate call
control system.
5.2.3
SIMULTANEOUS REVIEW
The functions described in this section may be performed simultaneously or in
any order. Once a determination is made that a bid response is non-compliant in
any area, that bid response shall be disqualified from further consideration.
5.3
rdETHODOLOGY
5.3.1
MODEL
The formula described below shall be applied to determine the points assigned to
the bidder's compe~ation. These points shall be added to the points assigned
in the Service Offering criteria to determine a total point score for each bid
response remaining in contention.
5.3.2
FORMULAS
This formula shall be used for determining the points for compensation.
The highest compensation percentage, PI, shall be awarded a score equal to the
maximum points for compensation.
All other bids, Pi, i=2,3, .... N, where N is the total number of bid responses
and where MP is the maximum points for the category, shall be scored as
follows:
32
Example:
Score of Bid I
-
Pi x MP
PI
Vendor I highest percentage
Vendor 2 bid
50
65
60
(Vendor 2)
(Vendor 1)
5.3.3
50
65
x
-
PI
=
-
Pi
MP
-
46.16
(60)
EMPIRICAL DATA
Estimated quantities used in sealed models or this bid document represent
projected consumption from the ensuing contract over the term of the contract
and are based upon historical usage, known future purchases, market trends,
and subjective projections of usage.
5.4
OTM RECOMMENDATION FOR AWARD
5.4.1
DETERMINATION OF SUCCESSFUL BIDDER
A recommendation for award shall be made for the bidder who receives the
highest ranking in point allocation, who meets the mandatory administrative and
technical requirements, and who successfully demonstrates the proposed prison
inmate call control service to the satisfaction of Corrections Services.
5.4.2
WRITTEN RECOMMENDATION FOR AWARD
When OTM has completed the evaluation and a successful bidder(s) has been
detennined, a written recommendation for award shall be forwarded to the
Office of State Purchasing for review.
5.5
AWARD
The Office of State Purchasing shall issue a Notice of Award to the successful
bidder(s).
6.0
CONTRACTUAL TERMS AND CONDITIONS
6.1
GENERAL TERMS AND CONDITIONS
33
6.1.1
TAXES
Bidders should be aware that any taxes levied upon the selected bidder or his
equipment shall be paid in accordance with current tax laws in effect at the time
of the purchase by the State. Selected bidders shall pay all other taxes or
assessments, however designated, imposed or levied in connection with this
contract and shall be solely responsible for remitting such taxes or assessments
to the appropriate taxing or collection agency.
6.1.2
COMPLIANCE WITH LAWS, REGULATIONS, CODES, AND
ORDINANCES
The selected bidder shall comply with all applicable provisions of federal and
state statutes, laws, and regulations; parish and city codes or ordinances,
specifically the National Electrical Code, Part 68 of the Federal
Conununications Commission's Rules and Regulations, tariffs or the Louisiana
Public Service Commission, and all Louisiana laws and regulations regarding
procurement including Louisiana Revised Statute 37:2163. The selected bidder
shall be responsible for all licenses, permits, and inspection fees required.
6.1.3
CONTRACTOR RESPONSmILITIES
The Contractor assumes responsibility for all items offered in his bid response
whether or not the Contractor is the manufacturer. Further, the State shall
consider the Contractor to be the sole point of contact with regard to contractual
matters.
6.1.4
GOVERNING LAW
In accordance with LA R.S. 9:2778, all contracts entered into as a result of this
bid document shall be interpreted under Louisiana law.
6.1.5
MOST FAVORED CUSTOMER CLAUSE
Should the Contractor, during the term of the contract, make generally available
to other customers in the United States, in similar contracts utilizing like
services, volumes, and access costs, more favorable prices, terms, and
conditions, such prices, terms, and conditions shall be made available to the
State of Louisiana.
34
6.1.6
BID DOCUMENT AND BID RESPONSE INCORPORATED BY
REFERENCE
The provisions of the selected bid response and this bid document with all
addenda shall be incorporated by reference in the contract.
6.1.7
ORDER OF PRECEDENCE
In the event of ambiguity in the specifications, the order of precedence shall be
the contract, the bid document, and the bid response.
6.1.8
GOOD FAITH NEGOTIATIONS
It is expected that both parties shall make reasonable effortS in an attempt to
negotiate a contract. If it is determined that either party is not acting in good
faith, contract negotiations shall cease.
6.1.9
FORCE MAJEURE
Contractor shall have no liability for delays, failure in performance, loss or
damage due to earthquake, volcanic action, flood, lightning, the elements of
war, civil or military disturbances, acts of God, or other causes beyond
Contractor's control.
6.1.10
WAIVER CLAUSE
Failure or delay on the part of the State to exercise its rights or powers
hereunder shall not operate as a waiver thereof.
6.1.11
SEVERABILITY
If any part of this contract shall be found to be illegal or unenforceable, it shall
not affect the enforceability of the remainder of the contract.
6.1.12
HEADINGS AND SECTION REFERENCES
The headings given to the paragraphs herein are inserted only for convenience
and are in no way to be construed as part of this contract or as a limitation of
the scope of the particular paragraph to which the.heading refers.
35
6.1.13
RIGHT TO AUDIT
The State Legislative auditor, federal auditors and internal auditors of the
Division of Administration, or others so designated by the DOA, shall have the
option to audit all accounts directly pertaining to the contract for a period of five
(5) years from the date of the last payment made under this contract. Records
shall be made available during normal working hours for this purpose.
6.2
CONTRACT ADMINISTRATION
6.2.1
CONTRACT TERM
The initial contract" shall be for a sixty (60) month period beginning from the
date of award.
6.2.2
RENEWAL TERM
Upon acceptance by the Contractor and approval by the State, this contract may
be renewed for two (2) additional twenty-four (24) month periods.
6.2.3
ORDERS
Corrections Services shall issue written orders for installation of new
telephones.
6.2.4
CHANGE ORDERS
Modifications to an initial order shall be made in writing by the Corrections
Services and shall be known as a change order.
The Contractor shall be responsible for having all billing agreements necessary
to bill the end user or responsible party for completed calls and shall assume full
liability for billing and collection for all completed calls. Completed calls shall
appear on the end user or responsible party's bill no later than sixty (60)
calendar days after the date the call was completed. The bill issued to the end
user or responsible party for payment of completed calls shall indicate the
provider who carried the call and the originating number from which the call
was completed.
.
36
The Contractor shall not charge for incomplete calls. The Contractor shall bill a
minimum call duration of one (1) minute for all completed calls. Individual
calls beyond the one minute minimum shall be priced based on actual talk time
rounded to the next whole minute. The Contractor shall bill in accordance with
the applicable Rate Schedule provided in Section 8. The Contractor shall round
the total cost of each call to the nearest whole cent. If less than one-half of one
cent, the Contractor shall round down; one-half of one cent or more shall be
rounded up.
The Contractor's toll free Customer Service center shall be knowledgeable of
the Contractor's inmate telephone rates for this contract.
6.2.6
COMPENSATION AND PAYMENT
6.2.6.1
COMPENSAnON
The Contractor shall pay the State on a monthly basis the percentage bid of
gross billed revenue. The Contractor shall compensate the State for all
completes calls.
The compensation shall be paid directly to Corrections Services in monthly
payments by check made payable to Corrections Services.
Compensation checks shall be delivered to the State no later than forty-five (45)
calendar days after the end of the billing cycle.
6.2.6.2
PAYMENT
The end user or responsible party shall be responsible for payment of all
completed calls.
6.2.7
REPORTS
6.2.7.1
SYSTEM ADMINISTRATION
The system shall be capable of providing the following reports. Reports shall be
available through the Department's wide area network/local area networks for
access by institutional stafflHeadquarters staff from their computers.
Chronological List of Calls: Today's Date or Beginning/Ending Dates
Daily Call Volume Summary: Today's Date or Beginning/Ending Dates
Inmate Usage Summary: Today's Date or Beginning/Ending Dates
37
Inmate Usage Detail: Today's Date or Beginning/Ending Dates
Frequently Dialed Numbers: Today's Date or Beginning/Ending Dates
Specific Telephone Number Dialed Usage: Today's Date or Beginning/Ending
Dates
Telephone Numbers Called by More Than One Inmate: Today's Date or
Beginning/Ending Dates
Telephone Numbers Assigned to More Than One Inmate
Quantity of Calls/Minutes Per Inmate: Today's Date or Beginning/Ending
Dates
Blocked Telephone Number List
Approved list of inmate telephone numbers by DOC number and by institution.
6.2.7.2
INVOICING DATA
6.2.7.2.1
SUMMARY STATEMENT
A summary statement of the computation of commission payments shall be
provided monthly by the Contractor to OTM. and a copy shall also accompany
the commission check to Corrections Services.
6.2.7.2.2
CALL DETAIL DATA
The following da!-3 shall be provided to Corrections Services on a monthly basis
on a standard mM Cartridge. or a me transfer protocol download file. using
BellSouth EMR 185 format: a chronological call record of all calls, for which
commission shall be due per the requirements of this bid document to include
originating ANI. date, ~e of day, NPAINXX (last four digits of telephone
number shall not be included) of destination, duration of call. amount billed. call
type, and carrier.
The records on the tape provided to Corrections Services shall be an exact
duplicate of the call detail records used by the Contractor to generate the end
user bills for that month with the exception of the masking of the last four digits
described above. Since Corrections Services shall use these tapes to validate the
compensation amount received from the Contractor, the data on the tapes shall
'correspond to the calIs upon which compensation was paid. If the Contractor
uses the services of a billing clearinghouse to generate the end user bills. the
tape shall be provided to Corrections Services either directly by the Contractor
or by the billing clearinghouse. If the tape is provided directly by the
Contractor, the Contractor shall grant to Corrections Services the right to obtain
(if desired) a copy of the tape that the billing clearing- house uses to generate
the Contractor's end user bills.
38
6.2.8
BLANK
6.2.9
CONTRACT CANCELLATION
The State reserves the right to cancel with cause any contract entered into as a
result of this bid document with thirty-(30) days written notice.
6.2.10
FISCAL FUNDING CLAUSE
The continuation of this contract is contingent upon the continuation of an
appropriation of funds by the Legislature to fulfill the requirements of the
contract. If the Legislature fails to appropriate sufficient monies to provide for
the continuation of a contract or if such appropriation is reduced by the veto of
the Governor or by any means provided in the. appropriations acts to prevent the
total appropriations for the year from exceeding revenues for that year or for
any other lawful purpose and the effect of such reduction is to provide
insufficient monies for the continuation of the contract, the contract shall
terminate on the last day of the fiscal year for which funds were appropriated.
6.2.11
CONTRACT MODIFICATIONS
Contract modifications may result from technological enhancements,
manufacturer discontinuance, or obsolescence. If an item meets or exceeds
original specifications and the price is equal to or lower than the original bid
price, a contract modification may be requested in writing by the Contractor to
the OTM Contracts Administrator.
The Office of Telecommunications
Management and Corrections Services shall review the request and make a
written recommendation to the Office of State Purchasing.
6.2.12
CONTRACTCONTROVERS~
Contract controversies between the State and Contractor which arise by virtue of
the contract between them shall be handled in accordance with Louisiana
Revised Statute 39: 1673. This includes without limitation controversies based
upon breach of contract, mistake, misrepresentation, or other cause for contract
modifications or rescission.
6.2.13
ON-GOING SERVICE REQUIREMENTS
39
6.2.13.1
PERFORMANCE GUARANTEE
The selected bidder shall execute and deliver to the Division of Administration,
within fifteen (l5) calendar days after official notice, an original perfonnance
guarantee in the amount of $3,000,000. This performance guarantee shall be in
the fonn of a performance bond, certified check, or an irrevocable standby lener
of credit. The perfonnance bond, if used, shall be from a surety company
licensed to do business in Louisiana with all fees current, in an amount equal to
the above stated swn and will be secured by a surety or insurance company and
in accordance with restrictions set by them. The irrevocable standby letter of
credit, if used, shall be from a bank or savings association that meets the
minimum capital requirements established by state and federal regulatory
authority and shall be for an amount equal to the above stated sum. The
performance guarantee shall be made payable to the Treasurer of the State of
Louisiana and shall be subject to forfeiture on the pan of the successful bidder
for failure to meet the contract terms and conditions. This guarantee shall be
valid for the entire term of the contract, including any renewal terms.
6.2.14
REMEDIES
6.2.14.1
WARRANTY ISERVICE GUARANTEE REQUIREMENTS
Warranty shall mean that it is the responsibility of the Contractor to repair or
replace defective equipment or parts at no additional cost to the State during the
entire contract term and any renewals.
The Contractor shall provide technical assistance, via a toll-free telephone
number, during normal work hours, after hours, and on weekends and holidays
within one (1) hour of notification by telephone or fax. If the problem can't be
resolved through a telephone call, fax, or remotely, then the Contractor shall
dispatch a technician(s) to arrive at the institution within twenty-four (24) hours.
The State desires a shorter guaranteed response time for repairs. This assistance
shall be provided at no cost to the State. Prior to leaving the institution, the
technician(s) shall notify institution personnel (to be determined by Warden) of
status of repair (completed/not completed and expected time of completion).
The Contractor shall provide each institution with an up-to-date directory of
inmate telephone locations with the corresponding telephone numbers. The
directory can be used when placing service calls.
The Contractor shall provide for service, maintenance and/or repairs as needed
at each institution in accordance with the response times set forth in the ab.ove
paragraph or guaranteed by the bidder. At a minimum, maintenance shall
40
include quarterly preventive maintenance on the system and equipment (work
station, printer. etc.). The Contractor shall have factory certified technicians to
repair and/or maintain the equipment so that disruption of services shall be
minimized. The frequency of onsite work shall be as often as necessary to
provide preventive maintenance to keep the system in good operational status.
The Contractor shall provide in advance a list of technicians. maintenance
personnel, and any' other Contractor representatives or subcontractor
representatives to Corrections Services for the purpose of criminal background
checks. The list shall be revised and updated by the Contractor as personnel
change. The cost for any and all repairs and maintenance shall be borne by the
Contractor at no cost to the State.
The State desires that the Contractor maintain within the State an established
inventory of all manufacturer's recommended spare parts necessary to support
the systems and services provided under this contract. In the event the
Contractor uses tPe existing pay telephones, the Contractor shall comply with
the inventory requirements in Section 3.3.4.2.
For network trouble reporting, the Contractor shall provide the State with the
name and telephone number of a responsible network technician to whom aU
network trouble reports shall be routed. The call shall be free to the State. All
trouble reports shall be responded to within one (1) hour by telephone; and
where deemed necessary by the State or the Contractor, a premise visit shall be
made within twenty-four (24) hours.
Service guarantee shall mean it is the responsibility of the Contractor to provide
the contracted service and to maintain the service performance levels as required
in this bid document dunng the entire tenn of the contract at no additional cost
to the State. The Contractor shall repair or replace defective parts as necessary
to provision for the contracted service. Service guarantee coverage shall be
available 24 hours a day, 7 days a week.
In the case of an interruption of service. the Contractor shall use his best effort
to restore the service; notify OTM of the outage. the affected facilities, and the
projected restoration time; and honor all guaranteed response times and repair
times. as applicable.
The State desires quick, dependable repairs and assistance from the Contractor.
The bidder should describe in detail the warranty service and response times that
shall be provided. The information should be included in Section 7.
41
6.2.14.1.1
EMERGENCY REPAIRS
The Contractor shall respond to emergencies within one hour of an institution
reporting the problem.
The response time requirement shall be considered satisfied when a trained
technician has arrived on site. The State desires and encourages the use of
remote administration. However, this method shall not be used to extend
required response times. Remote administration can be used to identify and
clear problems. If the problem is not cleared by remote administration,
response times remain in effect.
If the Contractor can not restore service remotely, the Contractor shan have a
qualified technician(s) onsite within four (4) hours of the problem being
reported. The Contractor shall use all cODUIlercially reasonable efforts to
restore service within eight (8) hours of the problem being reported. If service
cannot be restored within the eight (8) hours, the Contractor shall notify and
provide a detailed plan of action, in writing, for restoration of service to the
Warden, or to the Warden and Headquarters if the emergency involves more
than a single institution. In no case shall the service go unrestored for more
than four (4) calendar days after notification.
6.2.14.2
LIQUIDATED DAMAGES
It is understood and agreed between the parties hereto, that time is of the
essence in the contract. and that for each calendar day of delay beyond the
completion date of the ~ontract as defmed in the Implementation Plan in Section
3.3.2.2, after due allowance for such extension of time as is provided herein.
and through a maximum of sixty (60) days. the Contractor shall pay to the State
as liquidated damages the sum equal to the dollar amount of the conunission
payments that the not yet in service pay telephones would have generated had
they been in service. The daily dollar amount shall be computed by taking the
average daily dollar amount of commission payment generated per pay
telephone at the institution. It is understood between the parties hereto that such
sum shall be treated as liquidated damages and not as a penalty. and that the
Owner may bill the Contractor such sums as liquidated damages.
Whenever an interruption of services or other defect in transmission occurs due
to events other than those addressed under the Force Majeure clause in this bid
document. the Contractor shall be assessed at a rate of 25 % of the sum equal to
the dollar amount of the conunission payments that the out of service pay
telephones would have generated per day had they been in service for
42
interruptions or defects in transmission lasting over four hours. The daily dollar
amount shall be computed by taking the average daily dollar amount of
commission payment generated per pay telephone at the institution. Each party
shall assist the other in resolving claims. The State may bill the Contractor the
cost of damages from interruption of services.
If the Contractor fails to install a new pay telephone as requested by the State
within the Contractor's guaranteed installation/operational interval as described
in. Section 3.3.1, then liquidated damages shall start on the fIrst day after the
missed interval and continue until that new pay telephone is installed and
operational. Liquidated damages for each calendar day shall be the dollar
amount of commission payments that the new pay telephone would have
generated had it been in serVice. The daily dollar amount shall be computed by
taking the average daily dollar amount of conunission payments generated per
pay telephone at that institution.
If the Contractor fails to restore service for emergency repairs as described in
Section 6.2.14.1.1 within four (4) calendar days, then liquidated damages shall
start on the fIfth day and continue until the service is restored. Liquidated
damages for each calendar day shall be the daily dollar amount of the
commission payments that the out of service pay telephones would have
generated had they been in service. The daily dollar amount shall be computed
by taking the average daily dollar amount of commission payments generated
per pay telephone at the institution.
6.2.14.3
FAILURE DURING PERFORMANCE PERIOD
If a successful performance period cannot be established within ninety (90) days
after system cutover, the State may require the Contractor to replace the
equipment deemed at fault with new equipment of the same manufacturer and
with the same or better model within ten (10) days of written request.
Replacement shall occur at no additional cost to the State. Replacement
equipment shall comply with all requirements of this bid document as well as
meet or exceed the specifications as stated in the Contractor's bid response.
If the replacement equipment cannot successfully perform for a period of thirty
(30) continuous working days within sixty (60) days, the Contractor may be
deemed in default and the State may attach said Contractor's performance bond.
43
6.2.14.4
PUNCH LIST ITEMS
The OTM Project Manager may compose a punch list containing estimated
monetary values based on OTM's cost to have the work completed in a
satisfactory manner by a third party. Failure by the Contractor to resolve all
punch list items to OTM's satisfaction shall result in these monetary values
being billed to the Contractor.
6.2.14.5
ASBESTOS
Should asbestos be encountered during the perfonnance of the contract, the
Contractor shall stop working in the asbestos environment and contact
Corrections Services Headquarters, Office of Facilities Services immediately.
6.2.15
ASSIGNMENT
No contract or written order or proceeds thereof may be assigned, sublet, or
transferred without prior written consent of the Commissioner of Administration
for the State of Louisiana.
6.3
INSURANCE REQUIREMENTS
6.3.1
INDEMNITY AND LIABILITY LIMITATIONS/EXCLUSIVE REMEDIES
Contractor agrees that it shall indemnify and hold harmless the Owner against
any claim, damages. judgements. or expenses resulting from a claim that any
service, equipment. or C?ther material provided by Contractor under its proposal
and the contract documents infringes a copyright. patent. trademark. or other
proprietary right, or constitutes misuse of a trade secret or confidential
infonnation belonging to a third party. and shall defend at its own expense any
suit or proceeding brought against the Owner alleging such infringement or
misuse. This indemnity is conditioned upon the Contractor receiving reasonably
prompt notice in writing of any such limitation or prohibition of service.
equipment or other material. If the Owner's use of any such equipment or
material is prevented by injunction or judgement, Contractor shall, at its option
and expense. either (i) procure for the Owner the right to continue using such
equipment or other material; or (li) modify it in a manner acceptable to the
Owner so as to become non-infringing; or (iii) substitute other non-infringing
equipment or other materials acceptable to the Owner; or (iv) at Owner's sole
discretion and option refund Owner's purchase price less any booked
depreciation.
44
For purpose of the exclusive remedies and limitations of liability set forth in this
section, Contractor shall be deemed to include itself, its parent, subsidiaries,
and their affiliates, and the directors, officers, employees, agents,
representatives, subcontractors and suppliers of all of them.
6.3.2
INSURANCE TYPES AND AMOUNTS
The Contractor shall indemnify, hold harmless without limitation, the State of
Louisiana, its elective and appointed officers, employees and agents, including
the consultants, including their employees, representative agents and
subconsultants; from any and all claims, demands, actions or causes of action
arising or resulting directly or indirectly from the fault of the Contractor.
Contractor shall be deemed to include itself, its parent, subsidiaries and their
affiliates, and the directors, officers, employees, agents, representatives,
subcontractor, and suppliers of all of them.
Contractor further agrees to provide the State of Louisiana with Certificates of
adequate insurance indicating coverage of required herein.
Insurance shall be placed with insurers with an A.M. Best's rating of no less
than A-:VI.
This rating requirement shall be waived for Worker's
Compensation coverage only.
Contractor's Insurance: The Contractor shall not commence work under this
contract until he has obtained all insurance required herein. Certificates of
Insurance, fully executed by offiCers of the Insurance Company written or
countersigned by an au$orized Louisiana agency, shall be fIled with the State of
Louisiana for approval. The Contractor shall not allow any sub-contractor to
commence work on his subcontract until all similar insurance required for the
subcontractor has been obtained and approved. If so requested, the Contractor
shall also submit copies of insurance policies for inspection and approval of the
State of Louisiana before work is commenced. Said policies shall not hereafter
be canceled, permitted to expire, or be changed without thirty (30) days notice
in advance to the State of Louisiana and consented to by the State of Louisiana
in writing and the policies shall so provide.
Compensation Insurance: Before any work is commenced, the Contractor shall
take out and maintain during the life of the contract, .Workers' Compensation
Insurance for all of the Contractor's employees employed at the site of the
project. I~ case any work is sublet, the Contractor shall require the
subContractor similarly to provide Workers' Compensation Insurance for all of
45
the latter's employees, unless such employees are covered by the protection
afforded by the Contractor. In case any class of employees engaged in work
under the contract at the site of the project is not protected under the Workers'
Compensation Statute, the Contractor shall provide for any such employees, aDd
shall further provide or cause any and all subcontractors to provide Employer's
Liability Insurance for the protection of such employees not protected by the
Workers' Compensation Statute.
Commercial General Liability Insurance: The Contractor shall take out and
maintain during the life of the contract such Conunercial General Liability
Insurance which shaH protect him, the State, and any subcontractor during the
performance of work covered by the contract from claims or damages for
personal injury, including accidental death, as well as for claims for property
damages, which may arise from operations under the .contract, whether such
operations be by himself or by a subcontractor, or by anyone directly or
indirectly employed by either of them, or in such a manner as to impose liability
on the State. Such insurance shall name the State as additional insured for
claims arising from or as the result of the operations of the Contractor or his
subcontractors. In the absence of specific regulations, the amount of coverage
shall be as follows: Commercial General Liability Insurance, mcluding bodily
injury, property damage and contractual liability, with combined single limits of
$1,000,000.
Insurance Covering Special Hazards: Special hazards as determined by the
State shall be covered by rider or riders in the Commercial General Liability
Insurance Policy or policies herein elsewhere required to be· furnished by the
Contractor, or by separate policies of insurance in the amounts as defined in any
Special Conditions of tlie contract included therewith.
Licensed and Non-Liceos'ed Motor Vehicles: The Contractor shall take out and
maintain during the life of the contract, Automobile Liability Insurance in an
amount not less than combined single limits of $1,000,000 per occurrence for
bodily injury/property damage. Such insurance shall also cover the use of any
nonlicensed motor vehicles engaged in operations within the terms of the
contract on the site of the work to be performed thereunder, unless such
coverage is included in insurance elsewhere specified.
Subcontractor's Insurance: The Contractor shall require that any and all
subcontractors, which are not protected under the Contractor's own insurance
policies, take and maintain insurance of the same nature and in the same
amounts as required of the Contractor.
46
7.0
7.1
BIDDER RESPONSE FORMS
COMPENSATION RATE
RATE OF COMPENSATION
Prison Pay Telephone Rate of Compensation at rates in Rate Schedule 1:
%
Prison ·Pay Telephone Rate of Compensation at rates in Rate Schedule 2:
%
Prison Pay Telephone Rate ?f Compensation at rates in Rate Schedule 3:
%
Prison Pay Telephone Rate of Compensation at rates in Rate Schedule 4:
%
If bidding prepaid telephone service option:
Rate of Compensation at Contractor-provided Rate Schedule:
47
---- %
7.2
OTHER BIDDER RESPONSE FORMS
7.2.1 REFERENCES
References:
Facility Name
Contact Person
Address
City/State
Telephone/Fax #
# of Inmate Telephones
_
Contract Term _ _----"'years
Facility Name
Contact Person
Address
City/State
Telephone/Fax #
# of Inmate Telephones
_
Contract Term _
years
_
Contract Term _"_ _......years
Facility Name
Contact Person
Address
City/State
Telephone/Fax #
# of Inmate Telephones
48
;::::a:;:m::x . . . . . %$:N!!,
m
... 6.&4.v.@
.. , A
.:
q:;;;x;,~,.<,.
7.2.2 RELEVANT INFORMATION
See Section 3.1.1. Bidders should include any relevant information concerning their
qualifications to perform work under this contract and any value-added benefits of their
serVice offerings.
49
7.2.3 BIDDER'S GENERAL SYSTEM FEATURES
See Section 3.2.1. Bidder should describe in detail how the bidder's system meets or
exceeds the desirable features and functions.
50
7.2.4 CONTRACTOR-PROVIDED RATE SCHEDULE FOR PREPAID SERVICE
OPTION AND DESCRIPTION OF FEATURES/FUNCTIONS (See Section
3.2.3.2)
51
7.2.5 CUSTOMER SERVICE AND SUPPORT
See Section 3.2.4.1
Full Time Employee Assigned to EHCC:.
Name
-------------
Title
Full Time Employee Assigned to LSP:
Name
_
Title
52
7.2.6 IMPLEMENTATION PLAN
See Section 3.3.2.2. Bidder should provide a narrative describing the bidder's plan for
implementing and converting a project of this scope and size.
53.
7.2.7 TRAINING PROGRAM
See Section 3.5. The bidder should describe the training programs available.
54
7.2.8 WARRANTY SERVICE
See Section 6.2.14.1 and 6.2.14.1.1. The bidder should provide a narrative describing
the company's warranty service, guaranteed response times, and remote administration.
55
7.2.9 MISCELLANEOUS INFORMATION
Provide manufacturer and model number of Inmate Call Control System which shall be
used to provide the proposed service.
Number of years providing inmate telephone service including inmate call control
systems:
Guaranteed installation interval for new pay telephones: ____ calendar days ARO
(See Section 3.3.1)
Toll-free customer service number for billing inquiries:
56
SECTION 8.0
8.1
Fifteen Adult and Juvenile Institutions
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Allen Correctional Center
AYoyelles Correctional Center
David Wade Correctional Center
Forcbt-Wade Correctional Center
Dixon Correctional Institute
Elayn Hunt Correctional Center
Louisiana Correctional Institute for Women
Louisiana State Penitentiary
C. Paul Phelps Correctional Center
Washington Correctional Institute
Winn Correctional Center
Work Training Facility North
Bridge City Correctional Center for Youth
Louis Jetson Correctional Center for Youth
Swanson Correctional Center for Youth
57
ALC
AVC
DWCC
FWCC
DCI
EHCC
LCIW
LSP
PCC
WCI
WCC
WTFN
BCCY
JCCY
SCCY
8.2
TOTAL INMATES AND INMATE TELEPHONES BY INSTITUTION
3. Pro'ected Expansion
1, # Phones
I
Adult
Slale Rvn
IJuvenile
AVC
DCI
DCI-2
OWCG
EHCC
FWCC
LCIW
LSP
peG
WCI
WTF-N
2. # Inmates July - June July - June July - June July -June
as of 04127100 as of 06121100
73
1,533
54
1.345
10
268
41
1,266
106
2.145
18
281
34
988
263
5.095
42
796
52
1.213
BGCY
JCCY
SGGY
SCCY-M
,
TOTALI'-
23
499
70
74
1,537
1,531
11
, 30
14
15
00-01
01·02
03·04
02·03
246
96
208
140
360
658
268
150
192
699
96
104
254
150
Projected
# Inmates
1,675
1,553
408
1,628
2.803
1276
5,095
1050
1,467
499
246
246
as 0(06115/00
174
560
356
499
96
96
1,879
1,873
174
560
356
475
9::..::3~oLI_ _....:2::.:::0~.0:;:,;8B::.LI_ _-.:7..=.66;:.J1_ _....:..!1.-=.:Oa:..:oL.1_ _1.:.J.,o;;..;1....;;.8L..1_ _...;.7...;.;42~1_ _2...3......6_941
SOl/ICes:
1. Judi/II Saddofl, Mel Worldcom
2. Adulf· Hun/ Correct/anal CftntCr, Weekly Census, Of!{J 1100 Juvenile. Weoh/y Socure Care Census. 06115100; Physically Prosent
3. CUlTOn' Stale Inma/e Populallons: Projected Expenslons, 05126100
8.3
ALL INSTITUTIONS
OCT. - DEC.
FEB.· DEC.
JAN. - DEC.
JAN. - DEC.
1996
1997*
1998
1999
CALLS
I
INTERSTATE
INTRASTATE
INTERNATIONAL
TOTAL CALLS
MINUTES I
INTERSTATE
INTRASTATE
INTERNATIONAL
TOTAL MINUTES
TOTAL
254,558
2.278,327
244,729
2,176,105
766.038
245,233
2.144,736
0
2,389,969
2,532,885
2,420,834
827.827
7,281,899
0
8.109,726
954,873
7,805,408
0
8760.281
2,864.908
24,778,342
0
27,643,250
3,014,795
25,423;310
0
29,438,105
2,966,831
25,436,700
0
28,403531
9,801,407
83.443,760
0
94,245,167
83,307
682731
0
.
a
0
REVENUE I
**
INTERSTATE
INTRASTATE
INTERNATIONAL
TOTAL REVENUE
$441,366.20 $1,300,522.67
$2,241,091.10 $7.080.887.67
$0.00
$0.00
$2,682,457.30 $8.381.410.34
$1,364,356.94 $1,333,862.80 $4,440,106.61
$7,849,267.08 $8.052.210.55 $25.223,456.40
$0.00 .
$0.00
$0.00
$9,213,624.02 $9.386.073.35 $29.663,565.01
-January commissions not available
Revenue derived from rates charged under current contract.
**
8.4
DEPARTMENT REGULATION ON INMATE TELEPHONE USE
60
Department Regulation No. B-08-001
10 October 1999
Page Three
3)
Legal Calls
The Warden shall establish a schedule for legal calls. Inmates are generally
able to place legal calls during the lunch period or after the afternoon count
(when "normal office hours" are in effect for attorneys). The Warden'
should establish an alternate procedure if this is not adequate.
C.
Cellblock Housing (Maximum Custody):
1)
Personal or Family Calls (foutine)
Collect telephone access is generally located in the cellblock lobby. (In
those situations where the telephone is on the tier. the inmate may be
allowed access during the shower or exercise period.) Lobby placement
may restrict inmate access. Therefore, posted policy may limit routine
personal calls for inmates assigned to cellblocks. Access may vary by
inmate classification status. A time limit should be established.
J
2)
Personal or Family Calls (emergency)
In all subclasses .of maximum custody. the inmate is required to request
consideration for this type call from the Warden's designee (shift.
supervisor I unit major. or program staff) who decides if the justification the
inmate presents warrants the request. That decision is then logged. No
frequency for this type call is established as the severity and duration of the
emergency may vary.
NOTE:
Please refer to the "Emergency Review" prov1SIons of the
Admin.i.strative Remedy Procedure. Timely review can be solicited by the
jmnate. .
3)
Legal Calls
The Warden shall establish a procedure for placing legal calls on a
. reasonable basis during normal attorney office hours. Each housing unit
'.shall maintain a legal telephone log for the purpose of monitoring the
number of legal calls made by inmates on a weekly basis.
i
..J
D. . Incoming Calls:
1)
Personal or Family calls (routine)
0·.
r
:
.'"
Department Regulation No. B-08-001
10 October 1999
Page Four
2)
Personal or Family Calls (emergency)
The Warden should esta:blish a procedure for inmate notification of
legiti.Imte personal or family emergencies communicated to the institution.
3)
Legal Calls
Inmates may be given notice that their attorney has requested contact.
Complete verification is required prior to processing. If minjmum or
medium custody the inmate may call from the dormitory during lunch or
after work. If maximum ~tody, the inmate may be allowed to call during
normal attorney office hours at a time which does not interfere with orderly
operation of the unit.
t
E.
Monitoring:
1)
Inmates shall be put on notice of the following:
a.
1.
Telephone calls in' hOUsmg areas are subject to' being
monitored andlor recorded and that "use" constimtes
"consent. "
11.
It is the inmate's responsibility to advise all other parties
that .conversationsare subject to being monitored and/or
recorded.
iii.
A properly placed telephone call to an attorney will not be
monitored and!or recorded.
.
2)
b.
The telephone system will normally terminate a call at the end of
the authorized period, (normally 15 minutes); however, the
Warden or his designee ~y authori2;e-.calls of a longer duration as
circumstances warrant. . "
..
c.
The system will automatically broadcast recorded messages
indicating that the telephone call is originating from a correctional
facility.
Inmates shall not be allowed access to employee home telephone numbers
and shall not be allowed to call any staff member of .the Department.
62
Department Regulation No. B-{)8-001
10 Octoher 1999
Page Five
3)
Each institution will advise their inmate population of the proper way to
place a legal call.
4)
Only personnel authorized by the Warden may monitor inmate telephone
calls. Information gained from monitoring calls which affects the security
of the institution or threatens the protection of the public will be
communicated to other staff members or other law enforcement agencies
telephone calls to attorneys may not be routinely monitored; staff will
immediately disconnect from any inmate telephone call if it appears that is
the case. All other information shall be held in strict confidence.
5)
Inmates being processed into the system through the Reception and
Diagnostic Centers will be required to "consent" in writing that their
telephone calls are subject to being monitored and! or recorded. A copy of
this "consent" shall be placed in the inmate's instimtional record.
6)
Each institution s orientation manual must include the information
contained in this regulation as a means to notify the inmate population and
verbal notification must be given in their orientation program. Existing
inmate populations shall be put on notice by a sign posted at each inmate
telephone. The sign shall reflect the following information:
I
. ATI'ENTION
This telephone has been electronically programmed to monitor and/or record telephone calls.
By using this telephone, you consent to the monitorhtg and/or recording of your
conversation: except for properly placed legal calls.
Department of Public Safety and Corrections
Departmen~ Regulation No. B-08-001
)
ds
This regulation supersedes Department Regulation No. B-Da-0Ol dated 10 October 1997.
63
8.5
RATE SCHEDULES
64
!&H.
C..( . .'.£I((c.< ... QQ.
--_.- _.
-_ ..~~
COLLECT INMATE RATES
>-.
Rate Schedule 1
Rate Schedule 2
Local Collect
Per_Call Surcharge
$
0.98
$
IntraLata Collect
$
$
2.15
4.60
Intralata Collect Per Minute Rates
Mileage Bands
0-10
Day
$ 0.140
Evening
$ 0.110
Night
$ 0.090
Day
Evening
Night
11 - 16
23 ....
- 30
- f-.----
-
... --..
.--
,'"
$
10%
Per Call Surcharge:
Station to Station
Person to Person
17 - 22
10%
0.88
Rate Schedule 3
Day
Evening
Night
.. ~.ay" __
Evening
Night
$
$
1.94
4.14
.
200/0
0.78
__
Rate Schedule
.....-.-._- ..4 _... ...
30%
$
$
1.72
3.68
10%
$ 0.126
$ 0.099
$ 0.081
$
$
$
20%
0.112
0:088
0.072
--
30%
20%
$
0.69
$
$
.•.....
1.51
3.22
30%
$ 0.098
$ 0.077
$ 0.063
.-
$
$
$
0.240
0.168
0.120
$ 0.216
$ 0.151
$ 0.108
$ 0.192
$ 0.134
$ 0.096
$ 0.168
$ 0.118
$ 0.084
$
$
$
0.250
0.175
0.125
$ 0.225
$ 0.158
$ 0.113
$ 0.200
$ 0.140
$ 0.100
$ 0.175
$ 0.123
$ 0.088 ._-*-..
$ 0.250
$ 0.175
$ 0.125
$ 0.225
$ 0.158
$ 0.113
$
.
0.200
$ 0.140
$ 0.100
--_._ ....
$
0.175
_
TO:f23"
I
Day
Evening
Night
$
$
$
0.250
0.175
0.125
$ 0.225
$ 0.158
$ 0.113
$
$
$
0.200
0.140
0.100
$ 0.175
$ 0.123
$ 0.088
41 - 55
Day
EveninQ
$
$
0.250
0.175
$
$
$
$
0.200
0.140
$ 0.175
$ 0.123
....
_
.. -
... '•• 4 . . . . . .
.-
$ 0.088
31 - 40
0.225
0.158
_-
--
NJ9!!L
$
0.125
$
0.113
$
0.100
$
0.088 ---_.'.--,--- -
56 -70
Day
Evening
Night
$
$
$
0.250
0.175
0.125
$
$
$
0.225
0.158
0.113
$
$
$
0.200
0.140
0.100
$
0.175
0.123
0.088
71 - 100
Day
Evening
Night
$ 0.250
$ 0.175
$ 0.125
$ 0.225
$ 0.158
$ 0.113
$ 0.200
$ 0.140
$ 0.100
$ 0.175
$ 0.123
$ 0.088
101 -124
Day
Evening
$ 0.250
$ 0.175
Night
$ 0.125
$ 0.225
$ 0.158
$ 0.113
$ 0.200
$ 0.140
$ 0.100
$ 0.175
$ 0.123
$ 0.08B
_.
_
125 - -_195
...
_. .. -.
...
..
_-
....
... -._.
C?~y____ ._ . $ 0.250
-- Evening
-s-o.fro
f- ... - - - -
197 - 292
293 - +
- ..-
$
0.225 ........_0.158
0.113
.........
$
$
$
0.200
0.140
0.100
$
$
_._ .._.. ..
-
$ 0.175
. $-' 0.123 _....
~~!
$
0.125
$
$
Day
Evening
Night
$ 0.250
$ 0.175
$ 0.125
$
$
0.225
0.158
0.113
$ 0.200
$ 0.140
$ 0.100
$
$
Day
$ 0.250
$ 0.175
$ 0.125
$ 0.225
$ 0.158
$ 0.113
$ 0.200
$ 0.140
$ 0.100
$ 0.175
$ 0.123
$ 0.088
10%
20%
30%
Evening
Night
$
Interstate Collect
$
0.088
$ 0.175
0.123
0.088
Per Call Surcharge:
4
_________ •
---
Station to Station
Person to Person
$
$
3.00
4.90
Per Minute Rates (All Mileage Bands)
Day
$ 0.270
Evening
$ 0.200
$ 0.170
NiQht
$
$
2.70
4.41
$
$
0.243
0.180
0.153
$
2.10
$
3.43
30%
20%
10%
$
$
$
2.40
3.92
0.216
S 0.160
$ 0.136
$
$
$
$
0.189
0.140
0.119
._----..
._.. _.-.
COLLECT INMATE RATES
Rate Schedule 1
Rate Schedule 2
10%
Rate Schedule 3
20%
Rate Schedule 4
30%
InterLata/lntraState Collect
Per Call Surcharge
Station to station
$
2.15
$
1.94
$
1.72
$
1.51
Person
to Person
$
4.60
$
4.14
$
3.68
$
3.22
1~--;--::-'---:::::----:::-'":'_---::,,-~"':""'-"~-4----+-":-"-'----':"';--:"'+-----+---+-:--":;"':";:'~----'--i'--~f-'-~'-'..---. . -..
InterLatallntraState Collect Per Minute Rates
Mileage Band
30%
20%
10%
0-10
Day
$ 0.140
$ 0.098
$ 0.112
$ 0.126
Evening
$ 0.110
$ 0.077
$ 0.099
$ 0.088
Night
$ 0.063
$ 0.090
$ 0.081
$ 0.072
t------+-~--:----,--"c..-..-+----+-----+----~--_r---+_--~---_+__--__.~-~_i__----
11 - 16
Day
Evening
Night
$ 0.160
$ 0.120
$ D.lOe
$
$
$
0.144
0.108
0.090
$ 0.128
$ 0.096
$ 9.080
$ 0.112
$ 0.084
$ O;().7-O
17 - 22
Day
Evening
Night
$
$
$
0.170
0.135
0.115
$
$
$
0.153
0.122
0.104
$
$
$
0.136
0.108
0.092
$ 0.119
$ 0.095
$ 0.081
Day
Evening
0.180
0.155
0.125
$
$
$
0.162
Night
$
$
$
0.140
0.113
$
$
$
0.144
0.124
0.100
$ 0.126
$ 0.109
$ 0.088
31- 40
Day
Even;ng
Night
$ 0.180
$ 0.155
$ 0.125
$
0.162
$ 0.140
$ 0.113
$ 0.144
$ 0.124
$ 0.100
$ 0.126
$ 0.109
$ 0.068
41 - 55
Day
Evening
$ 0.210
$ 0.160
0.189
$ 0.144
$
$
0.168
0.128
$
$
Day
Evening
Night
$
$
$
0.210
$
0.175
0.150
$
$
$
$
0.189
0.158
0.135
$
0.168
0.140
0.120
$ 0.123
$ 0.105
Day
$
0.210
$
0.189
$
0.168
$
23·30
56:70
71 -100
"--
$
--
0.147
0.112
0.147
~----_·_-~~~:~~~~:~~~~~~~~~~:~o~O:~~~~:~--~--~~~~:~~g:~~~~g~~~·~~·_··~~:-·~l~·-·
.
Rate Schedule 1
Day
Evening
101·124
-
Night
125-196
Day
_._-,._ .. .... .__
-
197 - 292
-_.. .. ..
,
293 +
-
.~-
..
Evening
_.
Night
Day
-
-..... .
.-"
... _-
§~~!!i_!1Q .
Night
Day
Evening
Night
Rate Schedule 2
Rate Schedule 4
Rate Schedule 3
10%
20%
30%
$ 0.210
$ 0.175
$ 0.150
$ 0.189
$ 0.158
$ 0.135
$ 0.168
$ 0.140
$ 0.120
$ 0.147
$ 0.123
$ 0.105
$ 0.220
$ 0.180
$ 0.160
$ 0.198
$ 0.162
$ 0.144
$ 0.176
$ 0.144
$ 0.128
$ 0.154
$ 0.126
$ 0.112
0.220
$ 0.180
-$- 0.160
$ 0.198
$ 0.162
$ 0.144
$ 0.176
$ 0.144
$ 0.128
,$
$ 0.230
$ 0.190
$ 0.170
$ 0.207
$ 0.171
$ 0.153
$ 0.184
$ 0.152
$ 0.136
.
$
--
,._-_ ..-
..
$ 0.154
0.126
'$"'0.112"
0.161
$ 0.133
$ 0.119
$
_._--_.
... ..
.... ..
-
---
.-
TIME OF DAY BREAKDOWN
Weekday
Day Rate (8:00 A.M. to 4:59 P.M.)
Evening Rate (5:00 P.M. to 10:59 P.M.)
Night Rate (11:00 P.M. to 7:59 A.M.)
Weekend
Saturday
8:00A.M. to 11:59 P.M. - Evening Rate
Sunday
12:00 A.M. to 7:59 A.M. - Night Rate
8:00 A.M. to.10:59 P.M. - Evening Rate
11 :00 P.M. to 7:59 A.M. - Night Rate
HOLIDAY RATE DISCOUNTS
Time breakdown beginning on Eve of the applicable holiday.·
12:00 A.M. to 7:59 A.M. - Night Rate
8:00 A.M. to 10:59 P.M. - Evening Rate
11 :00 P.M. to 7:59 AM.• Night Rate
APPLICABLE HOLIDAYS
New Years
Presidents Day
4th of July
Columbus Day
Christmas Day
Martin Luther King
Labor Day
Thanksgiving Day
Memorial Day
