BATES COUNTY MISSOURI SHERIFF’S OFFICEREQUEST FOR PROPOSAL
INMATE VIDEO VISITATION AND COMMISSARY
Release Date: 12-31-19
Submittal Deadline Date: 01-15-20
Start Date: 02-01-20
GENERAL SPECIFICATIONS
1. INTRODUCTION:
The Bates County Sheriff’s Office is responsible for the housing of inmates in the Bates County Jail located at 6 West Fort Scott Street Butler, Missouri 64730. The Bates County Jail is a 195 bed facility.
2. SCOPE OF WORK
The Bates County Sheriff’s Office (hereinafter referred to as BATES) is requesting proposals from experienced vendors to provide inmate video visitation and inmate commissary services and trust fund accounting system for inmates at the Bates County Jail.
3. OBJECTIVES OF RFP
To solicit competitive sealed proposals from vendors that will result in the award of a contract pursuant to the laws of Missouri between the successful Vendor and the BATES.
a. Provide BATES with a comprehensive video visitation system and a computerized commissary services program and inmate trust fund accounting system that will meet specifications in a cost-effective manner at no cost to BATES. The system will be ‘user friendly’ in that it will require the least number of screens/steps in order to complete a transaction to ensure timeliness and efficiency in processing. The Video Visitation system will provide three kiosks and inmate tablets along with a Lobby Kiosk and Booking Kiosk.
b. The vendor will provide all commissary stock, supplies, labor, supervision, equipment, and delivery personnel necessary to provide the services required in the specifications.
c. Provide retail/market brand hygiene products, writing materials, games, food items and a limited clothing section. Maintain market-price with regard to the retail-price of the commissary items to the inmates. Provide a reasonable/fair commission back to BATES.
d. Have the capability to interface with JailTracker JMS software for PIN generation reporting for accurate admission, identification, and population movement, housing location status and release information so that both BATES and Commissary Trust/Fund systems are synchronized in real time.
AWARD OF CONTRACT
Award will be made to the successful contractor following the evaluation process. The contract shall be awarded on the basis of technical and financial evaluations. BATES will award to the responsible contractor who submits a responsive proposal, and which is most advantageous to the BATES. BATES will send written notice of its award to the successful contractor. Said notice shall constitute acceptance of the successful contractor’s proposals. BATES reserves the right to award the contract to the vendor who has demonstrated the ability to fulfill the requirements of this RFP and the needs of the BATES. Award will be announced by January 17, 2020.
FACTORS OF AWARD –
The successful proposal will include:
General Vendor Qualifications and Experience
o Capability of vendor’s network
o Company background, staffing and experience
o Responsiveness to this RFP
Technical Approach
o Proposed delivery schedule
o Hardware and software capabilities
o System Support
o Trust Fund Accounting System
Cost Proposal
o Commission to BATES
o Any fees or other cost to BATES
Features and Abilities of Systems
The successful Vendor’s proposal will include the following at a minimum.
o Lobby Commissary Kiosk
o Booking Kiosk
o Debit Release Kiosk
o Check refunds
o Easy Automation between Jail JMS (JailTracker) – Commissary - Video
o User Configurable Commissary/Trust Account Reports
o User Configurable Inmate Kiosk Forms (bond request, public defender request, etc.)
o Automated inmate debt collection
o Flexible Menu offerings
o 24/7/365 Support with 24 hour response time
o Visitation Kiosk and/or Inmate Tablets – Kiosks and Tablets, plus their operating systems must be provided by the same developer and be proprietary to the vendor. Third Party tablets are excluded.
o Facial Recognition software to prevent/deter unauthorized use
o Law Library Access
o Secure Mail Scanning services
o Remote and on-site video visitation
o Inmate Text messaging
o Inmate Grievance Reporting
o Inmate Medical Call Reporting
o Inmate Requesting Reporting
o User Custom Report creating
o Inmate Picture Mail
o Media apps providing both educational and entertainment features
o PREA notifications and acceptance logs
o Staff to Inmate Messaging
o Investigative Usage Alerts
o Inmate handbook
CONTRACT PERIOD
This Term Contract for three years beginning on or about February 1, 2020.
PROPOSAL
1. SUBMISSION OF PROPOSALS
2. All contractors submitting proposals shall submit one copy of the proposal in by mail or email by 5:00 PM by February 15, 2020 to:
BATES COUNTY SHERIFF’S OFFICE
VIDEO VISITATION AND COMMISSARY PROPOSAL
6 WEST FORT SCOTT ST.
BUTLER, MISSOURI 64730 EMAIL ssimmons@batescountysheriff.com
Proposers should clearly identify/mark their proposals with “Video Visitation and Commissary Proposal” on the package or email. Any proposal not meeting the specifications in this RFP may be rejected. BATES reserves the right to reject any and/ or all proposals at BATES discretion. BATES also reserves the right to issue supplementary information during the proposal preparation period. All proposals become the property of BATES and will be kept confidential until after an award is made.
