1. Any proposal that does not demonstrate that the Vendor meets these minimum requirements by the deadline for submittal of proposals will be considered non-responsive and will not be eligible for award of the contract.
2. Proposals that do not meet the requirements set forth in this RFP, its amendment(s) and/or addenda, may be considered non-compliant and may be disqualified. The Sheriff’s Department may reject Vendor’s proposal for any of, but not be limited to, the following:
a. Evidence of collusion with or among other Vendors submitting a proposal;
b. Inappropriate contact or discussions; or,
c. Incorrect or contradictory information and/or false statements included in Vendor’s proposal or other materials submitted in its response to this RFP or made during any oral presentations or negotiations.
3. Vendor must provide concrete evidence that they currently have an operable interface with Keefe Commissary Network with a client, similar in size to the San Francisco Sheriff’s Department.
a. Vendor must process a debit card refund for unused phone time/balance of at time of inmate release.
4. The Sheriff’s Department expressly reserves the right to accept or reject all proposals with or without cause or accept or reject any proposals, modifications, or alterations or waive any technicalities or provisions, with cause or for not meeting the Minimum Qualification as defined in Section IV. A.
5. At a minimum, all prospective Vendors must be able to meet the following:
a. Vendor must currently manage and operate an ITS with a minimum annual gross revenues of $500,000.
b. Vendor warrants the possession of all licenses and/or permits required by the laws and regulations of the United States, the State of California, and the
Sheriff’s Department to provide these services.
c. Vendor must submit with its proposal Vendor’s current annual report and its 2 most recent Dun and Bradstreet reports to demonstrate that it is in good financial condition and has demonstrated capability to administer public funds.
6. Vendor must be able to provide and maintain all the wiring, parts, equipment, components, etc. that comprise the ITS at no cost to the Sheriff’s Department.
7. Vendor must attend the Mandatory Pre-Proposal Conference and Facility tours.
8. The Vendor must be mutually exclusive as an Inmate Telephone Service Provider.
The Vendor cannot provide ITS and ITS Compliance Monitoring Services concurrently to the Sheriff’s Department.
9. Vendor must be a City-approved vendor by the time of contract award.
10. Vendor shall comply with the required calling rates and fees below.
11. The Sheriff’s Department currently utilizes ITS commissions to recoup some but not all administrative and operational costs for its Facilities. Under this RFP and the awarded Agreement, the Sheriff’s Department shall recoup from Vendor certain administrative and operational expenses incurred in providing inmate telephone
services (“Cost Reimbursement Payment”). The current Cost Reimbursement Payment is estimated at $1,200 per month and shall be due and payable upon receipt of the invoice by Vendor and as outlined in Section IV. A (#6) – Commission Payment and Reporting of the RFP. Should a federal, state or local regulatory agency issue a ruling which significantly lowers the calling rates or compensation in the awarded Agreement, the Sheriff’s Department reserves the right to increase the Cost Recovery Payment from Vendor to include all costs related to the provision of the ITS. The Sheriff’s Department and Vendor will negotiate in good faith to adjust the calling rates, compensation and Cost Recovery Payment in the Agreement and make them in compliance with the calling rates implemented by the regulatory agency or terminate the Agreement without penalty to the Sheriff’s Department so that the Sheriff’s Department may select another inmate telephone service provider.
Current Calling Rates – INFORMATIONAL PURPOSES ONLY
CALL TYPE COLLECT PRE-PAID COLLECT
DEBIT AND/OR
CALL TYPE COLLECT PRE-PAID COLLECT
DEBIT AND/OR
Pre-Paid Collect Transaction Fee (Live and IVR) - $4.75.
Refund Fee – $0.00 All Other Fees - $0.00
The Sheriff’s Department shall allow required regulatory charges and taxes that are intended to be paid by the called party and then remitted 100% by the billing party to the appropriate governmental agency.
B. Selection Criteria
The proposals will be evaluated by a selection committee comprised of parties with expertise in Inmate Telephone Service. The Sheriff’s Department intends to evaluate the proposals generally in accordance with the criteria itemized below. The committee panel will convene and review all proposals received by the due date and time. Upon completion of the review, the panelists will assign points, as outlined below. If deemed necessary by committee panel, the highest scoring Vendor(s) may be interviewed by the committee panel. The Sheriff’s Department shall provide the highest scoring Vendor(s) with an agenda specifying the items to be covered during the Vendor's interview.
The award will be made to the Vendor with the highest number of total points. The Sheriff’s Department intends to award this contract to the Vendor that it considers will provide the best overall ITS. The Sheriff’s Department reserves the right to accept an offer from other than the Vendor with highest commission proposal. The Sheriff’s Department reserves the right to award an Agreement to the next highest scored Vendor if the awarded Vendor does not furnish all items and services required in this RFP, its amendment(s) and/or addenda and negotiated Agreement.
1. Project Approach (75 points of 100 possible points)
Item Category Points Possible
a. Ability to provide Scope of Work described in RFP 15 b. Installation, Transition, Maintenance and Service 15
c. Reporting 10
d. Monitoring, Recording and ITS User Application 10
e. PIN and Debit Applications 5
f. Commissary Ordering and Visitation Scheduling 5
g. Video Visitation 5
h. Automated Information Technology 5
i. Experience, Team Qualifications and References 5 2. Commission Rate (5 points of 100 possible points)
Vendor’s commission percentage shall be applied to local, intralata/intrastate, interlata/interstate and international Gross Revenue as defined in Section II, E (#5) – Compensation. Vendor’s commission percentage of 0% shall be applied to interlata/interstate Gross Revenue as defined in Section II, E (#5) – Compensation.
The maximum commission percentage on local, intralata/intrastate, interlata/intrastate and international Gross Revenues shall be 65%. Vendor with the highest commission offer up to the maximum percentage of 65% will receive all points possible. The other Vendors will receive points using the following formula:
The Vendor’s proposed commission % offer divided by the highest proposed commission % offer submitted, multiplied by number of total possible points and rounded to the nearest tenth.
Proposed Vendor Commission % X (5 Points ) = Points (rounded to the nearest tenth) Highest Proposed Commission %
3. Minimum Supplemental Payment (5 points of 100 possible points)
Vendor may provide an annual supplemental payment $_______________
The Sheriff’s Department requires a minimum supplemental payment of $448,000.00 to be paid upon Agreement execution. Vendor may offer a higher supplemental payment than the minimum required by the Sheriff’s Department. Vendor with the highest supplemental payment will receive all points possible. The other Vendors will receive points using the following formula:
Vendor’s proposed supplemental payment, divided by the highest proposed supplemental payment submitted, multiplied by the number of total points possible and rounded to the nearest tenth.
Proposed Supplemental Payment X (5 points) = Points (rounded to the nearest tenth) Highest Proposed Supplemental Payment
4. MMG or MAG – Minimum Monthly or Annual Guarantee (5 points of 100 possible points)
Vendor may provide a MAG (Minimum Annual Guarantee) or an MMG (Monthly Minimum Guarantee) $_______________
Vendor offering the highest MAG/MMG will receive all points possible. The other Vendors will receive points using the following formula:
Vendor’s proposed MAG/MMG, divided by the highest proposed MAG/MMG submitted, multiple by the number of total points available and rounded to the nearest tenth.
Proposed MMG/MAG X (5 points) = Points (rounded to the nearest tenth) Highest Proposed MMG/MAG
5. Interview Scoring Criteria (5 points of 100 possible points)
If the three (3) highest scoring Vendors are invited for an interview, interviewed Vendors will be awarded points between 5 and 0. Vendors who are not invited to interview will receive zero points.
If no interviews are conducted all Vendors will receive 5 points.
6. Proposals offering to extend Free Local Calls in the San Francisco Bay Area will receive 5 points. Proposals not offering to extend Free Local Calls in the San Francisco Bay Area will receive 0 points (5 points of 100 possible points).
VENDOR NAME:
AUTHORIZED REPRESENTATIVE:
SIGNATURE: DATE:
TITLE: DATE:
V. Pre-proposal conference and Contract award