Prison Phone Justice

Solicitation Information
1 May 07

RFP# 7003587

TITLE: Pay Telephone System for Inmates
Submission Deadline: 29 May 07 @ 2:00 PM (Eastern Daylight Time)
PRE-BID/ PROPOSAL CONFERENCE: Yes
Date: 14 May 07 Time: 2:30 PM
Mandatory: No
Location: Department of Administration / Division of Purchases (Bid Room), One Capitol
Hill, Providence, RI
Questions concerning this solicitation may also be e-mailed to the Division of Purchases at
questions@purchasing.state.ri.us no later than 11 May 07 at 12:00 Noon (ET) .Questions should be submitted in a
Microsoft Word attachment.. Please reference the RFP / LOI # on all correspondence . Questions received, ifany, will
be posted on the Internet as an addendum to this solicitation. It is the responsibility of all interested parties to
download this information .
SURETY REQUIRED: $1,000
BOND REQUIRED:
Yes

Jerome D. Moynihan, C.P.M., CPPO
Administrator of Purchasing Systems

Vendors must register on-line at the State Purchasing Website at www.purchasing.ri.gov

NOTE TO VENDORS:
Offers received without the entire completed three-page RIVP Generated
Bidder Certification Form attached may result in disqualification.
THIS PAGE IS NOT A BIDDER CERTIFICATION FORM

SECTION 1 - INTRODUCTION
The Rhode Island Department of Administration/Office of Purchases, on behalf of the
Rhode Island Department of Corrections, is soliciting proposals from qualified firms to
install and manage a network of pay telephones for inmates in accordance with the terms of
this Request for Proposals and the State's General Conditions of Purchase, which may be
obtained at the Rhode Island Division of Purchases Home Page by Internet at
http;//www.purchasing.ri.gov
This is a Request for Proposals, not an Invitation for Bid: responses will be evaluated on the
basis of the relative merits of the proposal, in addition to price; there will be no public
opening and reading of responses received by the Office of Purchases pursuant to this
Request, other than to name those offerors who have submitted proposals.
INSTRUCTIONS AND NOTIFICATIONS TO OFFERORS:

•

Potential offerors are advised to review all sections of this Request carefully, and to
follow instructions completely, as failure to make a complete submission as described
elsewhere herein may result in rejection of the proposal.

•

Alternative approaches andlor methodologies to accomplish the desired or intended
results of this procurement are solicited. However, proposals which depart from or
materially alter the terms, requirements, or scope of work defined by this Request will be
rejected as being non-responsive.

•

All costs associated with developing or submitting a proposal in response to this
Request, or to provide oral or written clarification of its content, shall be borne by the
offeror. The State assumes no responsibility for these costs .

•

Proposals are considered to be irrevocable for a period of not less than sixty (60) days
following the opening date, and may not be withdrawn, except with the express written
permission of the State Purchasing Agent.

•

All pricing submitted will be considered to be firm and fixed unless otherwise indicated
herein.

•

Proposals misdirected to other State locations or which are otherwise not present in the
Office of Purchases at the time of opening for any cause will be determined to be late
and may not be considered. For the purposes of this requirement, the official time
and date shall be that of the time clock in the reception area of the Office of
Purchases.

•

It is intended that an award pursuant to this Request will be made to a prime contractor,
who will assume responsibility for all aspects of the work. Joint venture and cooperative
proposals will not be considered, but subcontracts are permitted, provided that their use
is clearly indicated in the offeror's proposal, and the subcontractor(s) proposed to be
used are identified in the proposal.

Page 2 ofl5

•

Offerors are advised that all materials submitted to the State for consideration in
response to this Request for Proposals will be considered to be Public Records as
defined in Title 38 Chapter 2 of the Rhode Island General Laws, without exception, and
will be released for inspection immediately upon request once an award has been made.

•

In accordance with Title 7, Chapter 1.1 of the General Laws of Rhode Island, no foreign
corporation, a corporation without a Rhode Island business address, shall have the right
to transact business in the state until it shall have procured a Certificate o/Authority to
do so from the Rhode Island Secretary o/State (401 222-3040).,

•

The State of Rhode Island has a goal often per cent (10%) participation by MBE's in all
State procurements. For further information, the web address is .www.mbe.ri.gov and the
telephone number is 401 574-8253.

•

Interested parties are instructed to peruse the Division of Purchases web site on a regular
basis, as additional information relating to this solicitation may be released in the form of an
addendum to this RFP / LOI

•

Equal Employment Opportunity (RIGL 28-5.1)
§ 28-5.1-1 Declaration of policy. - (a) Equal opportunity and affirmative action toward its
achievement is the policy of all units of Rhode Island state government, including all public and
quasi-public agencies, commissions, boards and authorities, and in the classified, unclassified,
and non-classified services of state employment. This policy applies in all areas where the state
dollar is spent, in employment, public service, grants and financial assistance, and in state
licensing and regulation. For further information, contact the Rhode Island Equal Employment
Opportunity Office, at 222-3090

Page 3 of 15

SECTION 2 - OVERVIEW AND BACKGROUND

OVERVIEW:

The RI Department of Corrections intends to establish a concessions agreement with a firm
for the provisioning of inmate telephone services at all State Prisons/Jails. No costs shall be
directed to the State, nor shall any commission be provided to the State. The contract shall
include provision and maintenance of all necessary telephone equipment and as well as
related security equipment, provision of local and long distance telephone service, The
Vendor shall also manage the activities associated with approved callee database, as well as
the debit/collect call billing process. This contract will be for three years, beginning
8/1/2007, and would be renewable for two additional three-year terms at the discretion of the
State.
BACKGROUND:

The Rhode Island Department of Corrections (RIDOC) provides both jail and prison
services to the State of Rhode Island. There are a total of eight correctional institutions for
men and women, all of which are located at the John o. Pastore Government Center in
Cranston, Rhode Island, with the exception of a single facility that is just off the campus on
the other side of Pontiac Avenue. The facilities house an average daily population of
approximately 3,740 men and women.
Inmates are allowed to call family and friends (up to 10), as well as attorneys (up to 5), from
a pre-completed and approved list. Additionally inmates may universally call RIDOC
investigators). Calls other than to the attorneys are recorded for security purposes.
The following legislation was recently passed which will impact the next contract for inmate
phone services:
SECTION ]. Chapter 42-56 of the General Laws entitled "Corrections Department" is
hereby amended by adding thereto the following section..
42-56-38.]. Prisoner telephone use . -- (a) When an inmate requests and receives a list
ofparties approved to receive telephone calls, the inmate shall be provided the option of
using either a debit or collect call system to place such calls. Under the debit system,
either the cost of such service shall be automatically deducted from the account
maintained by the inmate for that purpose, or the inmate shall set aside money from
his/her account to be placed in a prepaid telephone account.
(b) No telephone service provider shall charge a customer ratefor calls made from a
prison in excess of rates charged for comparable calls made in non-prison settings. All
rates shall reflect the lowest reasonable cost to inmates and call recipients.

(c) No concessions agreements for inmate telephone calling services shall include
provisions for a commission payable to the state, nor shall any correctional institution

Page 4 of 15

impose a surcharge for telephone usage by inmates in addition to the charges imposed by
the telephone service provider.
SECTION 2. This act shall take effect on August 1, 2007.

The current contract makes provision for only collect calling.

The following table identifies the current number of inmate phones by facility location

In addition, a new facility - the Reintegration Center - will open on or around 7/1/2008.
This facility is also on the grounds of the Pastore Center, and is being wired for 28 inmate
telephones.

Page 5 of15

The following tables identify the number of total calls and minutes of calls from inmates in
the sample month of December 2006:

Page 6 of 15

Page 7 of 15

SECTION 3 - SCOPE OF WORK

3.1

Equipment

3.1.1
3.1.2

The Vendor is required to install replacement equipment within the same
locations and cut over services prior to removal of existing equipment

3.1.3

Vendor will provide one TTD unit in each facility.

3.1.4

The Vendor shall retain ownership of all equipment throughout the duration
of the contract. All equipment and services shall remain in operation from
the commencement of the contract to the initiation of a future contract. In
the event that a replacement subsequent contract is not awarded to the same
Vendor, the existing Vendor shall supply all equipment and services for a
period of up to 90 calendar days beyond the contract termination date. The
State shall bear no costs for the installation of new services, or the removal
and transfer of existing services.

3.1.5

Vendor shall be responsible for maintenance of the cable feeding the
telephones.

3.1.6

All cable, wire, patch panels, jacks, interface blocks, wire management
facilities and Administrative/Investigative pes shall remain as property of
the State at the termination of this agreement.

3.1.7

The State shall bear no costs for the removal and transfer of services from
incumbent vendor to the vendor obtained as a result of this bid. Vendor
shall not be reimbursed for the removal or relocation of any Vendor
equipment throughout the duration of any resulting contract, including the
removal of equipment at contract termination. Vendor shall make
arrangements for removal of existing systems at each facility, with smooth
cutover to new services without interruption of service.

3.1.8

Vendor shall provide a complete inventory to the State, including all
equipment and telephones used, inclusive of make, model, definition
(inmate phone, pay phone, switch, etc.), enclosure and location of
equipment after installation. Inventory shall be electronic, compatible with
MS Excel software. Inventory shall be updated on a yearly basis, with
reports due on September 30, 2007 and July 1 of each succeeding year of
the contract and any extension thereof.

3,,1.9
3.2

Vendor will provide state-of-the-art telephones and all related equipment.

Vendor will provide upgrades to system and equipment as such upgrades
become available.

Controls

Page 8 oflS

3.2.1

The system shall include PIN-based identification of inmates

3.2.2

The system shall include inmate-specific privilege control

3.2.3

The system shall have an inmate-specific pre-determined call-list; each list
will differentiate between social callees and attorneys

3.2.4

The system shall have controls for call duration and frequency

3.2.5

The system shall include three-way detection and cutoff for conference
calling, switchhook action, etc.)

3.2.6

The system shall allow for universal access to pre-determined telephone
numbers

3.2.7

The system will permit the called party to block all future calls from a
particular inmate or from all inmates in the correctional facility.

3.2.8

Calls will be "branded" as from a RI Correctional Institution and will name
the specific inmate, with opportunity for the callee to accept or reject.

3.2.9

The system will riot allow the inmate to communicate with the called party
until the call has been accepted.

3.2.10 Each facility will have a centrally located cut-off switch for each telephone in
that facility.

3.3

Security

3.3.1

The system will log all calls:
•

inmate #

•

phone called from

•

number called

•

time/date/duration of call

•

The system will allow DOC staff to view log information on calls
progress

In

3 . 3.2

The system will allow DOC staff to input callee telephone numbers that will
generate a real time "alarm" notification" when these numbers are called

3.3.3

The system will digitally record calls except for calls to pre-designated
attorney

Page 9 of 15

3.3.3.1 All Digital recordings will be accessible to DOC for a minimum of 5
years, which will include the period following termination of the
contract.
3.3.4

3.4

The system will provide the capacity to identify commonly called numbers
from the entire inmate population.

Service to RIDOC

3.4.1

Vendor shall provide 24x7 on-call remote technical support for the system.

3.4.2

Repairs and/ or replacement of malfunctioning equipment will ordinarily
occur within 1 business day.

3.4.3

Vendor shall provide an employee located at the Pastore Center to provide
operational and maintenance support for the inmate telephone system.
Operational support shall include, but not be limited to, data entry for the
establishment of new inmate accounts, programming of calling privileges and
call restrictions, collecting and inputting voice samples of the inmates for
identification and tracking purposes, entering and adjusting inmate personal
identification numbers (PIN) and training Corrections staff in the use of the
Administrative/Investigative terminals (PCs). Personnel must be immediately
accessible bye-mail, fax and telephone.

3.4.4

Department of Corrections Personnel Training: Vendor shall provide on site
training of system functional operations for groups of up to ten (10)
correctional staff immediately before and after system installation. Classes
shall be a minimum of two hours each, and be provided for each of the three
employee work shifts. A minimum of two classes shall be held for each shift
at the discretion of the Department of Corrections administration. Topics to
be covered shall include:
•
•

Communicating PIN assignments and change requests;

•

Trouble reporting procedures

•

Complaint procedures;

•

3.5

Inmate call process;

Emergency operations including telephone shutdown, reporting and
service issues.

Customer Service

3.5.1

Vendor is responsible for providing local, intralata, interlata and international
call services to the inmates and their callees.

Page 10 of15

3.5.1.1 Offerrer must identify any restrictions in call placements (area codes
or other)
3..52
3.5.3

Notification of termination will be given before termination of call, except
when terminated because of detection of 3-wall call attempt.

3.5.4

In cases where either callee or caller is utilizing a pre-pay account, such party
will be notified when the pre-pay balance reaches below a pre-determined
percentage or amount.

3.5.5

3.6

Initial prompt will include option for callee to receive additional promps in
Spanish

Vendor will provide both web-based and telephone-based access to family
and friends for services including complaint resolution, call refunds, and
number blocking/unblocking.

Additional Functionality:
Offerer may optionally include information on additional functionality of equipment,
system or service not specifically required in Section 3.

3.7

Billing Options
3.7.1

Vendor will provide multiple options for the payment for calls:
3.7.1.1 Caller-payment: debit-based system in which the inmate can transfer
funds from his/her trust account to a telephone pre-pay account
3.7.1.2 Callee-payment: system in which the callee can set up a pre-pay
account and/or can be billed for calls accepted.
3.7.1.3 Billing options must be compliant with RIGL §42-56.38.1

3.8

Financial CQnsiderations
3.8.1

The State will receive no commission

3.8.2

The State will incur no costs for installation or maintenance for equipment,
software or related supplies, nor for transportation, lodging or related
expenses of vendor's personnel or subcontractors, nor for local, intralata or
interlata call service provided by this contract.

Page 11 of 15

3.9

Other Vendor Obligations
3.9.1

3 . 9.2

Security Clearance: Employees of vendors who must gain entrance into
correctional facilities are subject to police record checks; the Department
retains the right to refuse entrance to vendor employees with felony
convictions. Access to correctional facilities also requires adherence to rigid
security rules as far as property search, contact with inmates, etc.

3.9.3

Vendors must comply with all provisions of RIDOC Policy and Procedure #
9.40-3 (Procedures for Contractors at Institutional Facilities), which will be
shared with the tentative awardee prior to promulgation of a letter of
agreement.

3.9.4

Regular on-site personnel of the vendor will be required to attend a security
orientation session provided by RIDOC.

3.9.5

3.10

Vendor is responsible for insuring that all telephone services and rates are in
compliance with any applicable RI Public Utilities Commission regulations.

Smoking Prohibition: All use of tobacco products and accessories, including,
but not limited to pipes, cigarettes, cigarette papers, chewing tobacco, cigars,
matches and lighters, is prohibited within any and all buildings, and property
under the control of the RIDOC. Any use of such products must be beyond
fifty (50) feet of any RIDOC building. Vendors' employees are not allowed
to have such products on their person when inside a correctional facility.

ruDOC Obligations
3.10.1 RIDOC will provide office space and telephone for on-site employees of the
vendor.

Page 12 of 15

SECTION 4 - PROPOSAL SUBMISSION

A Pre-proposal Conference, for the purpose of clarifying the scope and intent of this
requirement, as well as the evaluative criteria to be employed in the review of responses to
this Request, will be conducted at the date, time and location listed on the cover page. An
optional physical inspection of telephone sites will also be held at this time. Vendors'
representatives who wish to participate in the site inspection MUST submit name, personal
address and DOB one week prior to the conference date via e-mail to RIDOC
(Ann.Gallant@doc.ri.gov).
A summary of this meeting will be issued, as an addendum to this solicitation, and posted on
the Rhode Island Division of Purchases home page at the Internet address listed on Page 1.
Interested offerors may submit proposals to provide the services covered by this Request
on or before the date listed on the cover page. Proposals received after this time and date
will not be considered.

Proposals must include the following:
1. A completed and signed R.I.V.I.P. generated bidder certification cover form (downloaded
from the R.I. Division of Purchases Internet home page at: http://www.purchasing,ri.gov
2. A proposal of rates to be charged to customers (callers and callees). Such rates may be
identified for each year of the contract (if only one set of rates are proposed, it will be
assumed that those rates will be in effect for entire length of the contract. The rates will
address differentation for:
a.
b.
c.
d.

Interlata, intralata, local, international calls
Cost for each type of billing option
Time of day blocks
Connect fee, per minute fee and any other specified fee

3. A Technical Proposal describing the background, qualification, and experience with and
for similar programs, as well as the work plan or approach proposed for this requirement.
The Technical Proposal must contain the following sections:
a.

Executive Summary: The Executive Summary is intended to highlight the contents
of the Technical Proposal and to provide State evaluators with a broad understanding
of the offeror's technical approach and ability.

b.

Offeror's Organization and Staffing: This section shall include identification of all
staff and/or subcontractors proposed as members of the project team, and the duties,
responsibilities, and concentration of effort which apply to each (as well as resumes,
curricula vitae, or statements of prior experience and qualification).

c.

Response to each of the requirements in Section 3 (Scope of Work)

Page 13 of15

do

Work Plan!Approach Proposed: This section shall describe the offeror's
understanding ofthe State's requirement, including the result(s) intended and desired,
the approach and/or methodology to be employed, and a work plan for
accomplishing the results proposed. The description of approach shall discuss and
justify the approach proposed to be taken for each task, and the technical issues that
will or may be confronted at each stage on the project The work plan description
shall include adetailed proposed project schedule (by task and subtask), a list of
tasks, activities, and/or milestones that will be employed to administer the project,
the assignment of staff members and concentration of effort for each, and the
attributable deliverables for each.

e.

Previous Experience and Background, including the following information:
1.

A comprehensive listing of similar projects undertaken and/or similar clients
served, including a brief description of the projects, and a contact name and
telephone number for each of the listed clients;

11.

A description of the business background of the offeror (and all subcontractors
proposed), including a description of their financial position.

f.

Minority Business Enterprise Status: The offeror's status as a Minority Business
Enterprise (MBE), certified by the Rhode Island Department of Administration, and
or a subcontracting plan which addresses the State's goal often per cent (10%)
participation by MBE's in all State procurements. Questions concerning this
requirement should be addressed to Charles Newton, M.B.E. Officer, at (401) 57408253

g.

A completed and signed W-9, taxpayer identification form, available at
www.purchasing.ri.gov.

In addition to the multiple hard copies ojproposals required, Respondents are requested to
provide their proposal in electronicformat (CDRom or Diskette).. Microsoft Word / Excel OR
PDFformat is preferable. Only 1 electronic copy is requested.
Proposals:

An original plus seven (7) copies of the Technical component and an original plus two
(2) copies of the Cost component should be mailed or hand-delivered in a sealed
envelope marked with the RFP # and Title as listed in the cover sheet of the RFP.

Mailing Address:
R1 Department of Administration
Division of Purchases (2 nd Floor)
One Capitol Hill
Providence, R1 02908-5855

Page 14 of 15

SECTION 5 - EVALUATION AND SELECTION

The State will commission a Technical Review Committee, which will evaluate and score
all proposals. Prior to the scoring of proposals, offerers may be asked to meet with the
Committee to respond to questions, clarify issues and exhibit equipment, software, etc.,
Scoring of the proposals will be based on the following criteria:

Criteria

1
2
3
4

Threshold

35 Points

15

5 Points

0

100

Capability, Capacity, and Qualifications of the Offeror
Quality of the Proposal: Meeting RIDOC security and
control requirements
Quality of the Proposal: Meeting the needs of customers
(callers and callees), including proposed rates
Minority Business Enterprise Consideration

Possible
Points
25 Points
35 Points

N/a

15
15

[Offeror is a registered Minority Business Enterprise, or proposal includes
workable plan for use ofMBE in subcontracts]

Total Possible Points

Notwithstanding the above, the State reserves the right not to award this contract or to award on the
basis of cost alone, to accept or reject any or all responses, and to award in its best interest.
Proposals found to be technically or substantially non-responsive at any point in the
evaluation process will be rejected and not considered further. Proposals which do not
receive the threshold score in categories 1,2 or 3 will be rejected.
The Technical Review Committee will present written findings, to the State Purchasing
Agent, or designee, who will make final selection.
A performance bond, for the full face value of the project, will be required of the
successful vendor, prior to the issuance of a purchase order.

END

Page 15 of 15

2 May 07

Addendum #1
RFP# 7003587

TITLE: Pay Telephone System for Inmates
Submission Deadline: 29 May 07 @ 2:00 PM (Eastern Daylight Time)
•

The Pre-proposal conference has been moved to the following location:
Department of Corrections
Pastore Center
40 Howard Avenue (Building # 51)
Cranston, RI

•

Reminder: Questions concerning this solicitation may also be e-mailed to the Division of Purchases at
questions@purchasing.state.ri.us no later than 11 May 07 at 12:00 Noon (ET) . Questions should be submitted in a Microsoft
Word attachment.. Please reference the RFP / LOI # on all correspondence . Questions received, if any, will be posted on the
Internet as an addendum to this solicitation . It is the responsibility of all interested parties to download this information.

Jerome D. Moynihan, C.P.M., CPPO
Administrator of Purchasing Systems

State of Rhode Island
Department of Administration / Division of Purchases
One Capitol Hill, Providence, Rhode Island 02908-5855
Tel: (401) 222-2142 Fax: (401) 222-6387

ADDENDUM #2
BID #7003587

BID TITLE: PAY TELEPHONE SYSTEM FOR INMATES

OPENING DATE AND TIME: JUNE 1, 2007 @ 2:00PM

BID OPENING DATE AND TIME HAS BEEN CHANGED FROM MAY 29, 2007 @ 2:00PM TO JUNE 1, 2007 @
2:00PM.
THE REQUIREMENT FOR A PERFORMANCE BOND HAS BEEN DELETED FROM THE PROPOSAL.
ATTACHED ARE THE ANSWERS TO QUESTIONS PROVIDED BY VENDORS.
NO FURTHER QUESTIONS WILL BE ENTERTAINED.

Page 1 of 1
5/21/07

RFP# 7003587 Pay Telephone System for Inmates

Responses to Questions Raised at 05-14-07 Pre-Proposal Conference or emailed to RI State Purchasing prior to the Pre-Proposal Conference

Questions Regarding Performance Bond & Surety:
1. The RFP calls for a Performance Bond equal to the full face value of the contract.
Typically, performance bonds are required for contracts where the vendor is providing
equipment or services for a fee. Because there is no cost to the Department of
Corrections and no commission payments are due, we believe that the performance
bond may not be necessary. Will the DOC consider removing this requirement?
Answer: The State will remove the requirement for a performance bond. This will be
reflected in an official addendum to RFP#7003587.
2. Please explain the $1,000 surety requirement.
Answer: Required on submission of proposal

Questions Regarding Minority Business Enterprise:
3. What is the correct phone number for Charles Newton?
Answer: The MBE’s phone number was listed incorrectly in the RFP. The MBE main
number: 401-574-8100; Charles Newton’s direct number: 401-574-8253.
4. The RFP references 10% goal for minority business enterprises. How you evaluate
the 10%?
Answer: The 10% is the states goal for percentage of vendors that are minority
business enterprises. Hence, the figure of 10% is not relevant to individual bidders.
5. The RFP states that you will score up to 5 points to MBEs. Please explain how that
scoring will occur?
Answer: Iif vendor is registered as an MBE business, the vendor will receive five (5)
points in the evaluation and selection process. The vendor will receive one to three
(1-3) points if proposal includes the use of MBE registered subcontractors.

Questions Regarding Current Contract for Inmate Telephone Services:
6. What vendor has the current inmate phone service contract?
Answer: The Current contractor is Securus Technologies, Inc.

Page 1 of 8

RFP# 7003587 Pay Telephone System for Inmates

Responses to Questions Raised at 05-14-07 Pre-Proposal Conference or emailed to RI State Purchasing prior to the Pre-Proposal Conference
7. Please provide historical information on commissions paid the state under the current
contract.
Answer: The current contract provides the State with a quarterly commission of
$117,500.
8.

What are the rates currently being charged for collect, prepaid collect and debit calls
placed from the facility?
Answer: It is important to note that the current contract is very different than the
prospective contract in several ways. The current contract involved vendor’s
investment into infrastructure (fiber-optics cabling, etc.) for both an administrative
and an inmate pay telephone system, and the current contract provides a
commission to the State. That having been said, this is the table of rates currently
in effect.
Intralata Intrastate:
Connect Charge
Per minute – Day
Per minute – Evening
Per minute - Night/weekend

$1.75
$0.17
$0.11
$0.05

Interlata Interstate:
Connect Charge
Per minute – Day
Per minute - Evening
Per minute - Night/weekend

$4.25
$0.69
$0.69
$0.69

Intralata/Intrastate: There is no difference between long distance and local service
rates within the State of Rhode Island. Westerly and Woonsocket are toll calls in
Rhode Island. Call prices may be different if other than calling to Cranston and
Providence. The solicitation asks vendor to confirm rates.

Page 2 of 8

RFP# 7003587 Pay Telephone System for Inmates

Responses to Questions Raised at 05-14-07 Pre-Proposal Conference or emailed to RI State Purchasing prior to the Pre-Proposal Conference
9.

Do you have any breakdown of historical call volume and revenue by call type? (i.e.
collect prepaid collect and debit).
Answer: The current contract provides only the collect call option. The following is
a one-year breakdown of call volume and revenues requested by vendors at
conference.
Inmate Telephone Revenues and Call Volume
Adult Correctional Facilities (ACI), Cranston RI
Calendar Year 2006
Month

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec
Total for
2006
Revenues

Revenues
# Calls
# Minutes
Revenues
# Calls
# Minutes
Revenues
# Calls
# Minutes
Revenues
# Calls
# Minutes
Revenues
# Calls
# Minutes
Revenues
# Calls
# Minutes
Revenues
# Calls
# Minutes
Revenues
# Calls
# Minutes
Revenues
# Calls
# Minutes
Revenues
# Calls
# Minutes
Revenues
# Calls
# Minutes
Revenues
# Calls
# Minutes
Revenues
# Calls
# Minutes

Type
Interstate
Intralata
Local
Grand Total
$
30,116.24 $
36,589.01 $
117,570.25 $
184,275.50
2,426
11,781
67,183
81,390
28,704
148,180
902,166
1,079,050
$
28,973.64 $
35,796.43 $
112,777.00 $
177,547.07
2,367
11,793
64,444
78,604
27,361
140,162
833,234
1,000,757
$
29,601.25 $
39,811.52 $
125,172.25 $
194,585.02
2,426
12,943
71,527
86,896
27,865
158,123
953,744
1,139,732
$
28,443.74 $
34,275.32 $
120,694.00 $
183,413.06
2,288
11,503
68,968
82,759
27,036
140,669
920,863
1,088,568
$
27,065.92 $
33,585.69 $
120,753.50 $
181,405.11
2,181
11,147
69,002
82,330
25,728
128,804
914,170
1,068,702
$
23,665.51 $
35,389.65 $
117,864.25 $
176,919.41
1,948
11,668
67,351
80,967
22,244
138,175
883,351
1,043,770
$
23,311.81 $
34,930.18 $
120,216.25 $
178,458.24
1,946
11,645
68,695
82,286
21,799
137,371
912,194
1,071,364
$
20,844.48 $
35,783.38 $
118,902.00 $
175,529.86
1,740
11,591
67,944
81,275
19,492
140,527
906,458
1,066,477
$
20,762.48 $
30,290.51 $
100,066.75 $
151,119.74
1,720
9,986
57,181
68,887
19,472
121,917
769,312
910,701
$
22,149.55 $
33,842.58 $
105,659.75 $
161,651.88
1,859
11,027
60,377
73,263
20,595
139,559
826,123
986,277
$
24,385.10 $
36,115.79 $
111,475.00 $
171,975.89
2,046
11,745
63,700
77,491
22,665
144,406
872,932
1,040,003
$
27,726.33 $
38,815.43 $
115,020.50 $
181,562.26
2,341
12,832
65,726
80,899
25,717
156,521
898,969
1,081,207
$
307,046.05 $
425,225.49 $ 1,386,171.50 $
2,118,443.04
25,288
139,661
792,098
957,047
288,678
1,694,414
10,593,516
12,576,608

* As reported by current provider, SECURUS, Inc.

Page 3 of 8

RFP# 7003587 Pay Telephone System for Inmates

Responses to Questions Raised at 05-14-07 Pre-Proposal Conference or emailed to RI State Purchasing prior to the Pre-Proposal Conference
Questions Concerning the RFP Specifications:

10. Are existing trunk lines connecting to main telephone room from all buildings?
Answer: Yes
11. Will RI DOC require portable phones on carts and if so how many?
Answer: This will not be a requirement
12. Are any free calls required?
Answer: Free calling will be provided to the telephone numbers of the RIDOC
Special Investigations Unit, RIDOC office of Internal Affairs, and the State Police.
Specific numbers will be provided to the vendor.
13. Please confirm that any vendor selected, including the incumbent vendor, will be
required to provide the DOC with all new call processing and phone equipment.
Answer: The selected vendor, regardless of whether this is also the current vendor,
will be required to provide equipment that meets the specifications and is in
excellent working condition, and also to repair and replace all equipment as needed
in order to maintain this level of condition. The RFP is silent as to the question of
“new.”
14. What is our expectation – one system branched out. Is it available for vendor to
utilize?
Answer: There are viable connections from facility to facility. There are available
connections for any vendor that may want to utilize them. There is copper cable
with a caveat; most of the cable part of an old Verizon cable plant purchased by the
state several years ago, the majority being paper-coated cable. There is cable from
Simpson Hall to all buildings. The current location of the inmate telephone
system/equipment is in the basement of Admin. A Building (#53). All Verizon
service is demarked in Simpson Hall.
15. How would DOC evaluate current condition of existing cable? Will replacement of
cable be required?
Answer: The cable is, for the most part, fairly adequate. There is new cable going
to Medium Price facility. ISC cable is in good condition. HSC and Maximum will be
receiving new cable. Women’s and Minimum cable are in marginal, but usable,
condition.
16. Who will be responsible for replacement of cable?
Answer: Replacement of cable - as needed to maintain service - will be the
responsibility of the vendor.

Page 4 of 8

RFP# 7003587 Pay Telephone System for Inmates

Responses to Questions Raised at 05-14-07 Pre-Proposal Conference or emailed to RI State Purchasing prior to the Pre-Proposal Conference
17. Regarding Connectivity to new buildings. Will vendor be able to share cable with
the State?
Answer: Yes
18. Is fiber available?
Answer: Cannot guarantee adequate strands. There should be a minimum of 2
strands available to every building for use with inmate phones although we cannot
any guarantee actual availability . All currently installed fiber is multi-mode.
19. How many Investigators are utilizing workstations today? How many will be
required?
Answer: Would like to continue each individual desktop (with a minimum of 10 to 12
stations).
20. Can system be accessed though the Internet?
Answer: Yes, if you have web access.
21. Can DOC create a VPN (Virtual Private Network) to get into the system?
Answer: Yes
22. Who inputs the inmate data? Is there file sharing? (Page 10 of 15)
Answer: Data entry is currently performed by an employee of the vendor; the specs
require that this be the prospective vendor’s responsibility as well.
23. Currently an inmate fills out forms identifying the persons s/he wishes to place on
his/her call list; these are then data entered. Would the State consider automating
the first ten (10) numbers dialed?
Answer: No; this will not comply with our security requirements.
24. DOC currently prohibits calls to cell phones. But more and more people are
converting from home landlines to cell phone service. Will DOC allow cell phone
numbers on the call list in the future?
Answer: DOC is not opposed to allowing cell phone numbers on the call list, but the
practice is not done at this time. This will be considered at a later date.
25. Will proposers be allowed/required to demonstrate the system to the technical
review committee?
Answer: After reviewing the submitted proposals, the technical review committee
will consider whether if demonstrations are needed.

Page 5 of 8

RFP# 7003587 Pay Telephone System for Inmates

Responses to Questions Raised at 05-14-07 Pre-Proposal Conference or emailed to RI State Purchasing prior to the Pre-Proposal Conference
26. Does RIGL §42-56-38.1 refer to a commissary account or to a phone account that
the vendor maintains?
Answer: The statute simply requires that some form of debit-type calling option be
included. Currently DOC utilizes Keefe inmate trust fund software (the Keefe
contract expires January 11, 2008). Keefe maintains the software/system, while
RIDOC staff manage the accounts.
The vendor may choose to work out a procedure with the current and/or future
vendor to allow for direct charge to the inmate’s account, or to set up and maintain
an independent pre-pay telephone account for each inmate, whereby funds will be
transferred via request of the inmate from their trust fund account to the telephone
account. In the latter case, a mechanism whereby the inmate is notified at
termination of call as to the remaining balance of his/her pre-pay account.
27. Section 1(b) (Page 4 of 15 in the RFP): “No telephone service provider shall charge a
customer rate for calls made from a prison in excess of rates charged for
comparable calls made in non-prison settings.” Please explain further.
Answer: Collect call rates (connect charges and per-minute) cannot be higher than
that charged at pay phone stations on the outside. How this would relate to debit
calling is not clear; we are hopeful that competitive bidding on the rates will insure
the inmates will be charged the lowest rates possible.
28. Is DOC looking at lowest costs for all call types?
Answer: The call rates are one of the selection criteria; for that criteria, the lower
the rates, the higher the score. The technical review committee will create calculate
this score by laying the proposed rates against the prior year distribution of call
types.
29. Controls 3.2.3 (Page 9 of 15): “The system shall have an inmate-specific predetermined call-list…will differentiate between social callees and attorneys”. With
this provision in place, would this negate the idea of an automatic allow list?
Answer: Yes. Attorneys would have to be identified. We are not allowed to record
calls made to attorneys.
30. Could internal inmate database be integrated with vendor’s system? Would MIS be
open to integration?
Answer: Only to the extent that the selected vendor chooses to integrate the
charging with the inmate trust fund system. Keefe’s trust fund and banking system
is integrated with INFACTS.
31. Will Investigators require laptops?
Answer: Yes, investigators are on-call 24-7 and laptops would be a helpful tool.
There are currently ten (10) Investigators.

Page 6 of 8

RFP# 7003587 Pay Telephone System for Inmates

Responses to Questions Raised at 05-14-07 Pre-Proposal Conference or emailed to RI State Purchasing prior to the Pre-Proposal Conference
32. Who is responsible for providing “air cards” for these units?
Answer: DOC will provide air cards.
33. Security 3.3.3.1 (Page 10 of 15): Will vendor be responsible for maintaining digital
recordings after expiration of contract?
Answer: Recordings need to be maintained for five (5) years after termination of
contract. The vendor will either maintain and make available such recordings as
needed, or may propose to transfer to DOC at one time all such digital recordings at
time of expiration, in a format that is usable by DOC.
34. Is their a call duration limit in how long an inmate may talk on the telephone? There
is currently a ten (10) minute duration for calls. Can the time frame be changed?
Answer: There is currently a standard ten (10) minute limit for calls. However, the
RFP specs calls for flexibility by facility or personal exception.
35. Are public coin pay phones involved, e.g. for visitors?
Answer: No.
36. What is the total number of TDD units required?
Answer: Nine (9) units including one at the new Reintegration Center.

Miscellaneous:
37. Does a corporation without a Rhode Island address have to be registered with the
State prior to or after the bid is awarded (Page 3 of 15)?
Answer: Corporation must be registered with the Secretary of State’s Office prior to
issuance of a Purchase Order.
38. Overview (Page 4 of 15): Is the effective date for implementation August 1, 2007
realistic? Is it set in stone? It typically takes 60 days working with Verizon for
implementation.
Answer: We know that this is a tight time frame. We will reconsider this date with
the tentatively selected vender at that time.
39. What is DOC’s expected timeframe to complete the evaluation and selection
process?
Answer: Once DOC receives proposals from Purchasing, the process should take a
few weeks. Once review is complete, a recommendation is sent to State Purchases
for final approval.

Page 7 of 8

RFP# 7003587 Pay Telephone System for Inmates

Responses to Questions Raised at 05-14-07 Pre-Proposal Conference or emailed to RI State Purchasing prior to the Pre-Proposal Conference
40. RIVP Generated Certificate of Authority form (Page 3 of 15). Is this form required for
the Secretary of State? Is form required prior to submission of proposal?
Answer: RIVIP Certification Cover Form must be completed and submitted with
proposal.

41. Can a vendor propose different rate options?
Answer: Yes. However, we recommend your submitting the rates in the categories
identified in the RFP, then proposing the optional rates as an alternative proposal.
42. What is the current inmate population?
Answer: Approximately 3800 inmates.

Page 8 of 8