Inmate Telephone System and Services

Background and Scope
Department of Corrections (DOC) presently operates 3 facilities with an average houses population of 125 inmates whose call volume varied based on the population.

The previous service allow for wall mounted phones and no TTY phones. Inmates have the ability to pay for telephone services through a commissary vendor.

General Description of Required Equipment and Services
The Inmate Telephone System (ITS) must include the ability for inmates to place calls to local and international numbers. An online web portal must allow person to place funds on an inmates account.

Purpose of the RFP and General Description of Contract
It is the intend of these specifications, terms and conditions to locate qualified vendors who are interested and capable of providing inmate telephone services including telephone equipment
and services for inmates in custody at correctional facilities managed by the Department of Corrections.

The purpose of this request for proposal is to enter into a concession-type contract whereby the Vendor provides all inmate telephone equipment and all other equipment, software, and services without any cost to Department of Corrections. With the exception of any wiring or cabling installed by the Vendor within walls, floors, or ceilings of facility structures, all equipment, and software provided by the Vendor shall remain the property and responsibility of the Vendor.

Department of Corrections will demonstrate reasonable care but will not be liable in the event of loss, destruction, or theft of Vendor owned equipment, software, or technical literature to be delivered or to be used in the installation of deliverables. The Vendor is required to retain total liability for the system. At no time will Department of Corrections be responsible or accept liability for any Vendor owned items.

The selected respondent shall provide the equipment and services to four (4) facilities at no cost to Department of Correction or Government. All cost of the services shall be the responsibility of the selected respondent including but not limited to equipment, installations, connectivity, maintenance, storage, hardware, software, security, training and any other implementation services needed to furnish the facilities with state of the art technology equipment and services to meet the specifications herein.

Department of Correction intends to award a three (3) year contract with two (2) year renewal options to the most responsible respondent who meets or exceeds the Department's requirements. It is the intent of the Department of Correction to have this contract begin with a transition period of at least 30 days to the termination of the current contract. The transitional period is to allow the successful respondent to establish infrastructure and training required to operate the inmate telephone system services.

Contact Information
Eugene Bassett, Computer Services Officer @ efbassett@gov.bm

Language of Submissions
Unless otherwise indicated, all submissions shall be in English only

Important Dates

All times listed are in Atlantic Standard Time (AST).

Location of Submission
Responses to this solicitation shall be submitted to the following location:

Electronic mail (E-Mail) submissions are accepted at correctionsrfp@gov.bm

If documents are larger than ten (10) MB please send them within a zip file. In the subject line of the email, please state the RFQ title. Please ensure to send a copy of your proposal in MS Word and/or Adobe PDF format.

Please ensure you send your electronic submission at least 30 minutes before the deadline to allow for possible electronic delivery delays.

Respondents are encouraged to verify their submission has been received by requesting a deliver receipt.

Site Visit / Pre-Bid Meeting Details
A mandatory site meeting will be held on March 15, 2022 at the following times and locations

9:30 am at Westgate - 2 hour site visit

1:00 pm at Co-Ed facility - 1 hour site visit

2:15 pm at The Farm - 1 hour site visit

The initial meeting point at each location will be the first security check point at each location.

Failure to be present at each site and sign-in will result in the disqualification of your proposal submission.

The site visits will be conducted during the regular business hours of 9:30 am to 3:15 pm in order to become familiar with conditions that may affect the proposed work.

All repondents or their official representative(s) attending the site meetings are responsible for their own cost and are required to attend each site so they are fully acquainted with existing conditions and limitations.

The respondent or their official representative must pre-register their intention to attend the site visits presence with the RFQ Contact, Eugene Bassett, at least 24 hours prior to March 15, 2022. They must submit: company name, first and last name of person(s), contact number(s)s and email addresses for those who will be attending the site visits

The respondents or their official representative must register their presence with the RFQ Contact, Eugene Bassett, at the start of the meeting and each site stating the name of the company they represent, their email address.

The purpose of the meeting will be to visually review the site conditions, clarify issues and to answer questions on any matter that may be raised.

Proponents are responsible to have a copy of the RFQ documents and for making their own notations during the site visits.

Any modification of the RFQ documents that may become necessary as a result of the site visits will be made through an addendum.