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TCVS 0302, CMS, Inmate Collect Calling
State of illinois
Central Management Services
Bureau of Communications and Computer Services
Springfield, IL 62702
ADDENDUM #1
This addendum is issued to further define the original Request for Proposal (RFP) package for
the above-referenced project, as issued by this office on February 22, 2002, and is now
considered a part thereof. Addendum # 1 includes general information from the vendor's
conference, and information about the site visits. This addendum is to be returned as a part of
the Vendor's proposal. Within its proposal, the vendor must modify or replace the State's RFP
language when .instructed to do so within this addendum. Vendors are instructed to read this
entire package before attempting to complete the information required therein. Furthermore,
pursuant to the mandatory vendor conference held on March 13,2002, vendors are instructed to
review the following:
/tem 1. Section 1.2, Due Date and Time for Submission and Opening
Due Date and time shall be extended for six weeks. Due date is changed to:
Due Date: May 14, 2002
Time: 2:30 PM
Item 2 Pricing/Compensation
Vendors must submit their current rates/approved tariff filings as a part of the pricing
proposal.
Item 3 Section 1.36e Pricing evaluation formula
The formula should read as follows:
Offeror's Commission
Maximum price points X ----••••••----•••••-••••••••••-.--...... Total Price Points
Highest Commission
=
Item 4 Attachment A
Vendors should disregard Attachment A received at the vendor conference and replace it
with Attachment A 1, which is included herein.
/tern 5 Payment Terms and Conditions
The first paragraph should read as follows:
Vendor must provide commissions to the Department of Central Management Services.
Communications Revolving Fund payable from the eHective date of the contract and
received by the State within 60 days following each 3D-day billing cycle. In addition,
vendor may be directed by CMS to pay a portion of the commissions directly to the
Department of Corrections. The amount ot the commission paid shall be based on gross
billings from the system.
Item 6 Department of Corrections Web Address
The Illinois Department of Corrections web site can be accessed at:
hltp:llwww.idoc.state.il.usl
Item 7 Site Visit Schedufe
March 26, 2002
Attachment B contains the site visit schedule. Vendors must visit the site on the day
indicated. Additional visits will not be scheduled. Site visits are not mandatory.
Item 8 Vendor Questions
The State received a number of vendor questions both in writing and at the vendor
conference. Responses to the vendor questions will be provided under separate cover in
Addendum #2.
March 26. 2002
ATTACHMENT A-1
ADULT CORRECTIONAL CENTERS
CURRENT VENDOR
Big Muddv. 251 NIL HWY 37. Ina 62846
Centralia, Shattuc Rd. 62801
Danville, 3820 E Main, 61834
Dixon, 2600 Brinton Ave.• 61021
Owiaht, Rte 17 West, 60420
East Moline, 100 Hillcrest Rd.• 61244
Graham. Hwv 185, Hillsboro, 62049
Hill. 600 S. Linwood. Galesburg, 61401
Illinois River. Rte 9 W, Canton, 61520
Jacksonville, 2268 E Morton, 62650
10
Lincoln, 1098 - 1350 , 62656
LOQan, 1096 - 1350"', Lincoln. 62656
Menard. 711 Kaskaskia, 62259
Pontiac. 700 W Lincoln, 61764
Robinson, 13423E 1150U> Ave, 62454
Shawnee, 6665 Rte 146 E. Vienna, 62995
Sheridan, 4017 E 2603 Rd., 60551
Southwestern Illinois, 950 Kingshighway, East
SI. Louis 62203
Stateville, Rte 53, Joliet, 60434
Taylorville, Rte 29 S, 62568
Vandalia, Rte 51 N, 62471
Vienna, HWV 145 E, 62995
Western Illinois. Rte 99 S. Mt. Sterlinq, 62353
AVG
POP
1804
1408
2011
1451
1189
652
1852
1809
2173
1546
1052
1807
3155
1406
1195
1945
1540
663
CAP
Consolidated Comm
Ameritech/MCI
Ameritech/MCI
Consolidated Comm
AmeritechlMCI
Ameritech/MCI
AT&T
Consolidated Comm
AT&T
Consolidated Comm
Consolidated Comm
Consolidated Comm
Consolidated Comm
AT&T
Consolidated Comm
Consolidated Comm
Consolidated Comm
AmeritechlMCI
#OF
TELEPHONES
71
54
70
112
42
57
78
71
75
33
34
63
116
77
27
66
67
14
AmeritechlMCI
Consolidated Comm
Ameritech/MCI
Consolidated Comm
AT&T
127
26
39
43
73
ADULT TRANSITION CENTERS
CURRENT VENDOR
Decatur 2175 E. Pershing Rd, 65256
Joliet. Rte. 53 & Airport Rd, Romeoville, 60446
Pooria. 607-613 Main, 61602
Southern Illinois. 805 W Freeman, Carbondale,
62903
Winnebago, 315 S. Court, Rockford. 61102
Ameritech/MCI
Ameritech/MCI
AmeritechlMCI
Consolidated Comm
NOF
TELEPHONES
4·
6·
21
Ameritech/MCr
#OF
MINUTES
159,932
245,215
276.992
217.213
81,228
200.600
124.191
174,413
371,740
136.254
93.639
191.521
180,026
123.048
144,344
120,151
153,496
117.105
#OF
RECORDERS
952
750
1096
891
1144
688
974
896
1211
900
558
1050
1460
1113
600
1046
974
600
# OF
CALLS
9368
14,322
15.976
13.070
6,420
11,413
5800
9143
20,136
7693
6174
11,492
10,331
6954
7695
7035
9432
6853
1961
1190
1434
1372
1709
1800
600
949
845
952
17.725
7699
15.250
6812
13,927
306.892
129829
253,490
113.507
247.977
5
1
2
1
2
CAP
#OF
RECORDERS
60
#OF
CALLS
20
550
936
392
#OF
MINUTES
300
7500
9088
3"
AVG
POP
105
120
194
62
5309
.'
3·
91
71
363
5498
.-
80
92
200
2
2
2
4
2
2
2
2
3
1
1
2
4
3
1
1
2
1
..
...
March 26. 2002
YOUTH CENTERS
~
CURRENT VENDOR
#OF
AVG
TELEPHONES
251812-
POP
g-
370
CAP
#OF
#OF
MINUTES
26,338
34.694
18.787
RECORDERS
336
3681
..
lye Harrisburg, 1201 W Poplar. 62946
lye Joliet. 2848 McDonouQh, 60436
lye St. Charles. 4450 Uncoln Hwv, 60175
fYC Valley View, 34W826 ViJla Maria Rd.
60174
Consolidated Comm
AmeritechlMCI
AmeritechIMCI
Ameritech/MCI
WORK CAMPS
CURRENT VENDOR
#OF
Work Camp, 207 W Morgan, 62324
Consolidated Comm
AVG
POP
113
CAP
TELEPHONES
6-
150
1109
MINUTES
12,762
Dixon Springs Impact Incarceration Program,
Consolidated Comm
11·
150
240
344
3193
Consolidated Comm
8·
154
200
379
3764
Consolidated Comm
9-
190
200
1102
21,341
-..
Consolidated Comm
4-
143
200
264
2579
.-
Ameritech/MCI
14-
244
200
2372
39,730
..
Consolidated Comm
6-
182
150
962
13,769
..
Ameritech/MCI
AT&T
Amerilech/MCI
9-
183
200
12-
2-
364
83
400
58
2633
7571
875
35758
124,191
21,161
AmeritochlMCI
4-
159
200
'122
16,906
#OF
TELEPHONES
AVG
POP
170
CAP
#OF
CALLS
561
#OF
#OF
MINUTES
RECORDERS
495
381
515
276
212
318
228
NOF
CAllS
2441
2643
1468
nOF
CALLS
#OF
..
..
..
" OF
RECORDERS
..
.-
HwV 146 E, GrantsburQ, 62943
DuQuoin Impact Incarceration Program, RR1,
62832
ln
Ad,
Ed Jenison Work Camp, 14295 E 1200
Paris, 61944
Green County Impact Incarceration Program.
RR3,Roodhouse, 62082
Hanna CUy Work Camp. 14617 W Farmington.
61536
Hardin County Work Camp, AR 1, Cave-In·
Rock 62919
Kankakee. 37040 S Illinois. Manteno, 60950
Pittsfield Work Camp, AR 2, 62363
Springfie'd Work Camp. State Fairgrounds,
Bldg 29, 62702
Tamms Work Camp, 200 E Supermax Rd.
62988
HUMAN SERVICES
CURRENT VENDOR
Joliet Treatment & Detention Facility, 401 Ameritech Basic
C.O. Inmate Service
Woodruff, 60432
- Needs to be upgraded to IPIN System w/recorders & monItors
··Needs to be upgraded to IPIN System - no recorders or monitors
"CAP"
= Rated Facirily Capacity
uAVG POP" Daily Average Population
Call Usage shown is based on monthly averages.
=
20"
400
10,200
..
1
-1
..
Call Usage Assumptions:
InlerLATAlIntraS1alc
85%
Interstate
10%
Locallln1raLATA
5%
MarCh 26.
2002
ATTACHMENT B
DEPARTMENT OF CORRECTIONS SITE VISIT SCHEDULE
April 8, 2002
8:00 AM. - IYC St. Charles, Winnebago ATC (A.M.)
2:00 P.M.· Dixon CC
April 9, 2002
8:00 AM.• East Moline CC. East Moline we (AM.)
2;00 P.M.· Sheridan CC
April 10, 2002
8:00 A.M.• Stateville CC
1:00 P.M.· JoliellYC. Joliet ATC (P.M.)
April 11, 2002
8:00 AM. - Kankakee MSU, Dwight ce (A.M.)
2:00 P.M.· Pontiac ec
April 15, 2002
8:00 AM. - Peoria ATe. Hanna City (AM.)
1:00 P.M.• Illinois River CC @ Canton
April 16. 2002
8:00 A.M.• Clayton WC. Pittsfield we. Green ely @ Roodhouse (A.M.)
1:00 P.M. - Jacksonville CC
April 17. 2002
8;00 A.M. - Springfield WC. Lincoln ce (AM)
1:00 P.M..• Logan CC (P.M.). Decatur ATe
April 18, 2002
8:00 A.M.· Danville ee, Ed Jenison W.C. @ Paris (A.M.)
2;00 P.M.· Taylorville ce
April 22, 2002
8:00 AM. - Graham CC @ Hillsboro. Vandalia ce (AM.)
2:00 P.M. - Southwestern CC @ E. 51. Louis
April 23. 2002
8:00 A.M. - Menard CC. DuQuoin WC (A.M.)
2:00 P.M.· So. IIl1inois WC @ Carbondale, lye Harrisburg (P.M.)
April 24, 2002
8:00 A.M. - Hardin County w.e @ Cave-In-Rock, Dixon Springs (AM.)
1:00 A.M. - Tamms we
March 26. 2002
eMS
ILL I N 0 I S
George H. Ryan, Governor
DEPARTMENT OF CENTRAL MANAGEMENT SERVICES
Michael S. Schwanz. Director
May 2,2002
Subject:
Inmate Collect Calling, T200200012. TeVS 0302
Proposal Package Recipients:
Transmitted herewith, please Addendum #2 for the above referenced project.
If you have any questions or comments regarding these changes. please contact Kim Ahmer at (217) 782-
9502 for assistance.
Sincerely,
KimNuner
cc:
A. Engle
120 W . Jefferson, Springfield. IL 62702-5 I 03
Printed on Recycled Paper
Inmate addendum_2extend.doc
rcvs 0302, CMS, Inmate Collect Calling
State of Illinois
Central Management Services
Bureau of Communications and Computer Services
Springfield, IL 62702
ADDENDUM #2
This addendum is issued to further define the original Request for Proposal (RFP)
package for the above-referenced project. as issued by this office on February 22, 2002,
and is now considered a part thereof. Addendum #2 includes an extension of the due
date. This addendum is to be returned as a part of the Vendor's proposal. Within
its proposal, the vendor must modify or replace the State's RFP language when
instructed to do so within this addendum. Vendors are instructed to read this entire
package before attempting to complete the information required therein. Furthermore,
pursuant to the mandatory vendor conference held on March 13, 2002, vendors are
instructed to review the following:
Item 1. Section 1.2, Due Date and Time for Submission and Opening
Due Date and time shall be extended for six weeks. Due date is changed to:
Due Date; June 18, 2002
Time: 2:30 PM
2
eMS
ILL I NO I S
George H. Ryan. Governor
DEPARTMENT OF CENTRAL MANAGEMENT SERVICES
Michael S. Schwartz. Director
May 8.2002
Subject
Inmate Collect Calling. T2oo20ooJ2. TCVS 0302
Proposal Package Recipients:
Transmirted herewith. please Addendum #3 for the above referenced project.
If you have any questions or comments regarding these changes. please contact Kim Ahmer at (2 (7) 7829502 for assistance.
Sincerely,
Kim Ahmer
cc:
A. Engle
120 W. Jefferson. Springfield. n. 62702·5103
Primed on Recycled Paper
Inmate addendum_3.doc
TCVS 0302. CMS. Inmate Collect Calling
State of Illinois
Central Management Services
Bureau of Communications and Computer Services
Springfield. It 62702
ADDENDUM #3
This addendum is issued to further define the original Request for Proposal (AFP)
package for the above-referenced project, as issued by this office on February 22,2002.
and is now considered a part thereof. Addendum #3 response to questions generated
from the vendor conference, via electronic mail, and facsimile. This addendum is to be
returned as a part of the Vendor's proposal. Within its proposal, the vendor must
modify or replace the State's RFP language when instructed to do so within this
addendum. Vendors are instructed to read this entire package before attempting to
complete the information required therein. Furthermore, pursuant to the mandatory
vendor conference held on March 13, 2002, vendors are instructed to review the
following:
Item 1
We have received numerous questions regarding the in-place
Eventide recorders. The State has reconsidered its position on this
issue. This Addendum deletes Paragraphs 3.10, 4.1.4, 4.2.1, and
4.2.2 in their entirety and are replaced with the following:
3.10.1 The vendor must provide recorders and monitors at each site equal to or better
than the recorders/monitors presently installed. The vendor will install and
assume maintenance of any recording/monitoring equipment at no cost to the
State.
4.1.4
Recorders/Monitors
4.1.4.1 The Vendor must assume responsibility for installing and maintaining
recording and call monitoring equipment at no cost to the State at each
site under this contract and each new site added under this contract.
Vendor must provide additional recorders at these sites at no cost if
required by the State. Vendor will assume all costs of installation and
wiring associated with this equipment.
The Vendor shall replace any or all of the recording and call monitoring
equipment as required during the term of this contract at no cost to the
State.
4.1.4.2 This equipment must include a multi-channel quality digital recorder or
equivalent approved by DOC with software customized to IDOC
requirements listed herein. The recorders must provide the ability to
search for calls by date, time, channel of the recorder, and/or IPIN
number. The recording system will permit retrieval at the institution via, at
minimum. Inmate PIN (the eXisting alphanumeric Inmate 10 numbers may
be used as the Inmate Calling System identifiers), date/time of call. and
2
dialed number. This equipment will be used to generate reports from
information collected by the inmate call processing equipment. At a
minimum, the recording system will store up to six months' recording
available on hard disk or other acceptable medium, i.e. CD, on-line, etc.
Selective call recording will be included 'or all DOC institutions. The
institutions will be able to record (both sides of conversation) one or all
lines on an as-needed basis. Playback and terminal device will be
located in the Internal Affairs office at each site or as otherwise specified
by IDOC.
The system must be capable of providing unmonitored or unrecorded
attorney calls, with vendor veri'ication of Attorney or legal telephone
numbers.
4.1.4.3 Monitoring equipment, instruments, and all status indicators will be
provided by Vendor at no cost to the State. There will be approximately 3
monitoring stations per site and one station should be located in each
Internal Affairs office. The State reserves the right to increase or
decrease the number of monitoring stations as needed.
Service will be installed such that IDOC management will be able to
monitor Inmate calls (both sides of conversation). on a real time basis,
placed from one or more Inmate telephone(s) or other telephones
utilizing the institution's call control system. Proposals will describe how
this feature can be activated and deactivated by IDOC management.
4.1.4.4 Vendors must propose a solution which will prOVide IDOC upgraded
technology to record, archive and retrieve inmate call date. At a
minimum, any solution must provide IDOC the ability to network sites so
that access can be attained remotely. Vendor should thoroughly explain
their solution and must provide a complete list of management reports
and capabilities with your response.
0'
4.1.4.5 The existing recorders will remain in place for a minimum three months
for IDOC to retrieve past recordings and for a minimum of twelve months
at Stateville, Menard, and logan facilities, or as requested by IDOC. The
State will assume responsibility 'or the maintenance of the Eventide
recorders until they are removed. The Vendor shall remove existing
Eventide recorders as requested by DOC and ship recorders back to the
State warehouse located in Springfield at no cost to the State.
Item 2 Replace Section 4.7.1 In its entirety with the following:
4.7.1
Call Charges and Billing. Call charges, including per call surcharges and
per minute or portion of a minute charges, will not exceed those tariffed
by SBC Ameritech (for Local and IntralATA calls) and by AT&T (for
InterLATA and Interstate) for an identical call, based on rates as of
February 22, 2002.
3
Vendor may propose postalized rates for all calls not to exceed the above
rates or may rate calls based on time-of-day, day-of-weeklholiday and
distance (V&H mileage from point of origination to point of termination
regardless of the actual routing of the call) used by the above carriers.
The Vendor must submit and will define actual rates to be charged. All
rates submitted will be fixed as of the date of AFP issuance February 22,
2002 for the length of the contract term, including renewals. The Vendor
will have full liability to the caller and billed party for the accuracy of all
charges for calls made using the Inmate Service.
Item 3 Vendor questions.
Please see the attached document for responses to vendor questions. If vendors
require further clarification on any question, please submit your clarification
questions to the project contact no later than close of business on May 22, 2002.
4
Inmate Collect Calling Vendor Questions
:.
1.
1.24
2.
State of
Illinois
Res"onse
1.35a and b
iv
Yes, refer to Item 1 in Addendum 2.
v
State of
illinois
Response
3.
1.33
4.
State of
Illinois
ResIJonse
b
State of
Illinois
Response
Will the State consider extending the due date of the bid to allow time to review additional information
that the State provides?
v
Is it the intent that the vendor solicitation response forms be included in the vendor's proposal, or
does the state want these pre-qualification forms submitted prior to proposal submission?
Vendors are required to return the solicitation response forms at the time and date that the
proposal/s due. The State does not require pre-qualification forms prior to sUbmission. For
B complete list of forms the vendor must submit, please see Section 1.35 "Complet/on of
Response Forms".
Are subcontractors required to have a Certificate of Authority to Transact Business in Illinois?
Please consult with the Secretary of State Business Service.
2
For option years offered, will the State consider modifying its language to read:
The State and Vendor will mutually agree to renew annually for up to five additional one-year terms?
Regarding contract renewal after the fifth year, what criteria will the state use to make its decision to
renew each of the subsequent 5 1-yr renewals?
Any renewal is at the State's sale option.
5
Inmate Collect Calling Vendor Questions
"
"
:.i~
5.
c
6.
State of
Illinois
Response
1
2
Yes, we wll/ agree to negotiate a mutually acceptable termination clause for the Initial term.
3
State of
7.
11Iinois
Response
3.1
"
Would the State consider removing this clause since the State is not paying for this service?
Can the State Identify the current vendors at each of the Facilities?
See Attachment A 1 provided in Addendum 1.
3
Are there any warranty agreements for the existing recorders that could be transferred to new
vendor?
Who becomes the owner of the existing equipment?
No. The State owns the recording equipment.
State of
Illinois
Response
8.
3.3
State of
Illinois
Response
3
Is the State able to provide the new vendor with the current IPIN'information from all the current
vendors after contract award so that this information can be placed into a common database without
the need to re-enter all this information manually. Can the State also describe how the 4 current
vendors deal with inmate transfers between facilities and how the IPIN information is shared? This
would minimize the work and possible human error in the requirement in Section 4.4.10.5
No. The four (4) current vendors maintain separate databases. The IPIN information will have
to be re-entered manually into the winning Vendor's database. Currently the IPIN information
is not shared and new IPIN's are being assigned as Inmates are transferred to another
vendor's facility.
6
Inmate Collect Calling Vendor Questions
9.
3.3
3
Stateo!
IlIlnois
ResDonse
10.
3.4
By use of allowed cal/lists, time of day, length of calls, and frequency of cslled numbers.
3
State of
Illinois
Response
11.
3.4
3.5
State of
Illinois
ResDonse
What tariffs apply inmate catling tariffs or pUblic payphone tariffs for Local Exchange Company and
AT&T?
This depends on each vendor and how they file their tariffs. AT&T and Amerltech file inmate
rates under pUblic psyphone tariffs and Mel and Consolidated Communications file special
inmate callino tariffs.
3
Clarify if tariffs are for LEC universally or in specific LEC exchange for each site.
The local and IntraLATA tariffs would be for SSC Ameritech.
State of
Illinois
Response
12.
Please describe or define how the state would prefer to manage the calling patterns of inmates
3
[s there any known deficiency in cabling in any existing sites?
All phones currently have sufficient cabling to provide service.
7
Inmate Collect Calling Vendor Questions
'.
....i
.
..
.
" .
.. .~;"
-
• ,~; - _:'
13.
3.10,
4.1.4.1.A,
4.1.4.1.6,
4.1.4.2. 4.2.1,
4-7
.
:'
~~':
",f
,~
'" ",;~
• ,"
Please describe why the state wants the vendor to maintain the in-place Eventide recorders and
monitoring equipment. Should vendors assume that the state does not want to replace the existing
Eventide equipment with the vendor's integrated recording and monitoring equipment that is an
integral part of the inmate calling platform?
4.2.2
Refer to Item 1 in Addendum 3.
State of
Illinois
Response
14.
3.10
4
State of
Illinois
Response
15.
3.10
4
Who owns the Eventide equipment?
Does the present inmate calling solution provide a direct interface between the call processor and the
Eventide recorders?
Refer to Item 1 in Addendum 3.
At the end of the contract, will vendor be reimbursed for cabling they have bought?
All sites did not receive recorders with the last RFP. Who will pay for the installation of the recorders
that were to be installed?
16.
State of
Illinois
Response
3.13.1
State of
Illinois
Response
No. The vendor of award will be responsible for the installation of recorders as Indicated on
Attachment A.
4
Is there house wiring owned by the State or current vendor that will stay in place?
The existing wiring will stay in place. Vendor;s responsible for campus wiring from DMARC
to station.
8
Inmate Collect Calling Vendor Questions
;, ,!,
!
17.
3.13.3
4
3.7
Does the State anticipate any new facilities to be added during the term of this contract?
4
Is the State requiring a given amount of Site Administrators or is the State requesting for the vendor
to propose an amount of Site Administrators necessary to provide services based on the system
configuration. Can Site Administrators cover more than one site or do you require a full time site
administrator per site.
Will the State consider centrally located site administrators in lieu of on
facility.
4.1.1
State of
Illinois
Response
site administrators for each
There does not have to be 8 site administrator 8t each location if the vendor can thoroughly
explain how they will manage to input changes, sdditlons, and deletions from each site and
have someone available at each site to address repair and technical problems/questions.
Consideration will be given to centrally located site administrators if no Involvement from
lODe is expected and the terms and conditions of this RFP are met.
State of
Illinois
Response
19.
V
;!',
The contract resulting from this bid will be a master contract. FacilJties may be added or
deleted at the State's option. These may be future or eXisting DOC sites or other sites.
State of
Illinois
Response
18.
'
5
In the States description of the • IBM token ring Local Area Network (LAN) running under Novel
Netware'" does the State. 1) Have a WAN that the inmate telephone vendor can use. 2) Is the Novel
Netware software (protocol) to connect.all the facility stations together so that the inmate call
processing information can be shared with these stations.
No to 1) and 2)
9
Inmate Collect Calling Vendor Questions
"
~
..
;
"
I
"
"
"
20.
4.1.1
5
State of
Illinois
Response
21.
4,1.3
Is IPIN referring to call processing?
The Inmate Personal Identification Number is an Integral part of the call processing.
5
Could we buy current equipment?
The State will allow the Vendor of award to negotiate with the exiting vendor to purchase
existing telephones only. All other equipment must be replaced. Only the Eventide recorders
are owned by the State.
State of
Illinois
Response
What is key-locked mounting to wall?
22.
4.1.3
State of
Illinois
Response
5
"Key locked" means key access is required to phone or phone housing which is attached to
mounting.
Some facilities have 2200 desk phones. Will new vendor provide these?
There are approximately 150 single line sets used at Menard, Stateville, and Pontiac for calls
made from the Segregation Unit cell blocks. Permanent phones are not installed at these
locations. The new vendor will be expected to replace these single line sets at no cost to the
State.
10
Inmate Collect Calling Vendor Questions
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5
4.1.4.2
State of
Illinois
Response
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Will the State accept alternative proposals that would propose the replacement of the existing
recording and monitoring equipment with statewide networked, fully integrated call recording and
monitoring capabilities within the proposed call processing system platform?
Refer 10 Item 1 in Addendum 3.
5
Clarify what is meant by maintenance replacement. Is the equipment in good working condition
today?
Refer to Item 1 in Addendum 3.
5
Stale of
IJ/lnois
Response
26.
:.
...
State of
illinois
Response
25.
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State of
Illinois
Response
24.
,.;i"
~'~·:jj;;>.,t •••1.\ ••
Please provide the number of Internal Affairs offices and the location of each. Does this include the
Juvenile facilities and the Adult Transitional Centers for both eXisting and new sites?
There;s one (1) Internal Affairs office per facility.
6
Does the vendor need to maintain the Eventide System for future and past recordings or can the
vendor install their own monitoring/recording system.
The Vendor will install new recorders and monitoring equipment. The existing Eventide
recorders will remain in place for a minimum of 3 months and for a mInimum of 12 months at
StateviJIe, Menard, and Logan facilities for IDOC to retrieve past recordings. The State will
assume responsibility for maintenance of the Eventide recorders until they are removed.
Refer to Item 1 in Addendum 3.
11
Inmate Collect Calling Vendor Questions
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4.1.5
28.
State of
Illinois
Response
4.1.7
29.
State of
Illinois
Response
4.2.1
6
4.2.2
6
4.3.2
State of
illinois
ResDonse
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Does the vendor need to provide one dial tone line for each inmate telephone or is line concentration
permitted?
Are the requirements for 2 TOO devices and printers to also include the Juvenile and Adult Transit
Centers.
Yes.
7
All other sections pertaining to recording refer to full channel recording, please clarify the DOC's
expectation.
The State expects full channel recording.
7
State of
I/Iinois
Response
31.
,i.
Line concentration Is not permitted. One dial tone line for each inmate telephone is required.
State of
Illinois
ResI'onse
30.
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Can the State Identify the other telephones utilizing the institutions call control system. Does this
include visitor phones, administration phones. TOO phones etc?
Only TDD phones.
7
What happens if a site has 30 allowed numbers and then goes to 10 numbers? What is the
procedure lor selecting the 10 numbers?
lODe will instruct inmates 10 choose the 10 numbers and request changes on hls/her allowed
list. These changes will be provided to the Vendor.
=
12
Inmate Collect Calling Vendor Questions
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32.
4.2.4
33.
State of
Illinois
Response
4.2.4
34.
.State of
Illinois
Response
4.2.1 & 4.2.2
7
7
4.2.10
State of
Illinois
Response
.'
By Fraudulent call transfer protection, is the state requiring vendors to detect what is referred to in
the teJecom industry as 'call forwarding'? It has been well established by the industry that this is not
a truly viable detection capability.
It is the State's intent to minimize fraudulent calling using available features on the inmate
System. Please thoroughly describe your solution to minimize fraudulent calling in your
response.
Clarify the difference between call forward and call transfer.
Call forward allows automated preset call forward from the central office by called party•
Call transfer requires call party to flash hook and extend call to another telephone number.
7
State of
lfIino/s
Response
35.
.
,
Does the State currently maintain an eXisting database of Attorney and Legal telephone numbers that
can be given to the successful vendor upon contract award for installation into the new system
database?
The State does not maintain a database of any allowed number lists, Including attorney and
legal numbers. DOC will provide approved aI/owed number lists to the successful vendor.
8
Will the State waive its right to approve a primary long-distance provider if the primary long-distance
provider is the Prime Contractor of the submitted offer? Will the State provide a list of approved long
distance carriers?
No, the State reserves the right to approve a long distance carrier, but will not unreasonably
withhold approval. There is no approved carrier list.
!
13
Inmate Collect Calling Vendor Questions
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8
State of
Illinois
Response
37.
4.3.4
38.
State of
Illinois
Response
Item 4.3.1.7
State of
Illinois
Response
If the State does not approve the vendor's proposed long distance carrier will the vendor be allowed
to restructure its financial offer jf it cannot arrive at an agreeable subcontracting agreement with a
long distance carrier chosen by the State?
The State will not allow modifications to the pricing proposals already submitted.
9
Does DOC want vendors to use the ASCII for the FTP? What does Ihe State determine as realtime? Is 24 hours suHicient? The FTP site made the ASCII format no longer necessary.
Access to call dats should be available immediately. Archiving call data may be provided by
vendor within 24 hours. The FTP site relays the ASCII information to the database.
9
Is the State referencing access from the Investigation locations in tho ilem? If not, please specify the
location(s) that will require system access.
Primarily the Investigallons office at each location will require system access. However,
authorized DOC staff at any DOC location statewide may require a security code for system
access at other fseIJ/I/es.
=
14
Inmate Collect Calling Vendor Questions
39.
4.3.1.8
9
State of
illinois
Response
40.
3.1
State of
illinois
Response
Call detail records are available on line for 90 days. This data is backed up to tape daily and retained
for 90 days, so in effect there is 180 days of data either on·line or available from back ups. The
backed up data can be restored upon request. The same data is placed on our File Transfer Protocol
(FTP) server for Springfield DOC pickup on a daily basis. The data will be stored on the FTP site for
one year. Does this cover the requirement? If not, what is trying to be accomplished by the individual
sites downloading data for backup/archive purposes? Note: If the individual sites are going to
download data, this could be a lengthy process to pull any quantity of data across the network to their
PC.
This solution is sufficient. All Vendors should thoroughly describe their data storage
process.
10
Please define "C· Grade and DOC offender tracking system.
Inmates placed on "c" Grade status have their calling privileges suspended for an
unspecified period of time. These calling restrictions are used for disciplinary act/on. IDOC
downloads inmate lie" Grade information daily from the Offender Tracking System to the File
Transfer Protocol (FTP) site. The vendors call ;n to the FTP site dally to retrieve this
information to restrict inmate calling as required.
15
Inmate Collect Calling Vendor Questions
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4.3.10
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What file format is the Offender Tracking System?
Are the inmate privilege suspensions activated for a specified number of days or is the action
designated to activate and deactivate privileges only?
State of
Illinois
Response
42.
Item 4.4.4
ASCII text file format. No, inmate privilege suspensions Bre not activated for a specified
number of days. The action is designated to activate and deactivate privileges as required. It
is the vendor's responsibility to download this information dally from the FTP site.
10
State of
illinois
Response
43.
4.3.5
State of
illinois
Response
How many pedestals, shelters, enclosures and isolation panels are currently in place today? If
possible, please identify how many per site. Are these the property of the State and if so, can they
be reused by the successful vendor? Will the State provide a list of required signage?
These are provided by the State and can be reused. Other than Instructional, required
signage will be provided by the State.
10
Can the State please identify its understanding between the use of Debit Card Accounts and any
other telephone calling cards and that of inmate debit accounts created within the inmate call
processing system. This is important because the State may decide to allow inmates to purchase
telephone time through their own funds. These accounts will maintain the same security features as
that of colleCt calling, white enhancing the inmates calling ability to locations that cannot accept
collect calls (Le.. international calling, hospitals, nursing homes etc.)
At this time IDOC does not intend to allow the use of debit cards or any other telephone
calling cards with the Inmate System. For the purposes of this proposal, IDOC Is not
requesting a debit system; however, we would be interested in learning about debit system
applications which work simultaneously with the collect call system. Vendors should
thoroughly explain their capabilities.
16
Innlatc Collect Calling Vendor Questions
" '. - ;'Page'i:;
.RFP
,j'
Reference:,:'," ,;:,' ','
4.3.5 and
4.7.1
44.
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We could not find any reference in the RFP with respect to whether international calling is or is not
permitted. If it is permitted. please describe the circumstances/conditions under which it win be
allowed.
International calling is typically not permitted by IDDe; however, there may limited
applications over the contract term.
State of
45.
illinois
Response
4.4.10
46.
Stale of
I//inols
Response
4.4.6
11
Define what new service includes.
The State is requiring that all equipment, except for the telephones, be replaced at all of the
facilities.
11
Does the State anticipate the need for, or currently have installed.
any coin operated telephones at
any of the Juvenile and/or Adult Transit Centers?
Payphones are already installed under a separate contract and no further need is required.
State of
Illinois
~_-jt_ _~l!...~eonse
47.
Item 4.4.7
11
--t--~----------------------------------~
Are there currently individual cut-off keys for each inmate telephone in place today?
Are they labeled and in good working condition?
Are they the property of tho State and can they be reused by the successful vendor?
State of
L----
--'
Illinois
Response --..J'--
Yes
'---
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17
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---
Inmate Collect Calling Vendor Questions
Question'and:Resp?n'se '
. Page
,:
48,
:RFP
·Number
,
.Reference ,;':: ". '. .~'. .,:~:~I~
4.4.8
11
State of
Illinois
Response
49.
Item 4.7.1
Do any of the siles have any known inmate telephone quality issues that are attributable to the
existing intra/inter-building cabling (i.e. noise, ground hum, static, cross talk, RFt, etc.)?
No
15
1. Please specify the local Exchange Carriers referenced by the State in this Section.
2. Will the State please consider modifying the first sentence of this section to read as follows:
" Call charges, including ppr call surcharges and per minute or portion of a minute charges, will not
exceed those per call surcharges and per minute or portion of minute charges as tariffed at the time
of this RFP release by the local Exchange Company (for Local and IntraLATA carls), Or by AT&T (for
InterLATA and interstate) for an identical call."
3. Will the State allow vendors to propose a postalized rate per minute for all time periods rather
than a rate based upon mileage and time of day as long as this rate is consistent with rates
charged by 1he existing Local Exchange Carriers and AT&T? This will allow for simplification of
rate disclosure to inmate families.
State of
Illinois
Response
:e
Refer to Item 2 in Addendum 3.
E£
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18
Inmate Collect Calling Vendor Questions
Question and Resp<>nse
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50.
Item 4.7.4
52.
State of
lliinols
Response
5.1
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The Vendor should disclose complete rate Information required.
Will site administrators get involved in investigations?
16
No direct involvement, only providing information such as management reports to IDOe.
f--~--'f-_R,-,e-'Csp_o:.-n,-s_e_+-~~_t-:'_~ _ _-:----:---:-
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16
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Are inmates booked or entered into the State of lJIinois Department of Corrections at any site or are
their specific facilities that process inmates. Can lhe Slate list the locations where inmates are
processed?
State of
Illinois
Response
' - -_ _1..-.
I·
If the proposed rate is based upon time of day and mileage bands, wililhe State allow the vendor to
disclose the cost of the first minute plus connection fee followed by the maximum per minute charge
for the call type for each additional minute?
15
State of
IlI1nois
53.
.t-··~
••
Usage information is included in the attachments limited by the information which can be
provided by the current vendors. The State does not guarantee future usage
State of
Illinois
Response
51.
.~. .•
We urge the DOC to provide accurate inmate calling data for all local, intra-, inter-lata. and interstate
calls for the last year of operation. We would like to see the number of completed calls and minutes
of duration in each category. Vendors typically base their bid/no-bid decisions. revenue projections,
and commission offerings on this data.
15
4.7.1
I
.1 '; ,I;,·,
"
There are 7 Reception and Classification (R&C) Cenlers to receive new inmates. The adult
centers are: Stateville, Menard, Hillsboro and Dwight. The juvenile centers are: St. Charles,
Warrenville, and Harrisburg.
--'-
•.
--'
19
Inmate Collect Calling Vendor Questions
54.
RFP
:' Refere~ce.::;"
5.3
:", Page'.
Number,
"":::
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16
State of
Illinois
Resl'.onse
55,
5.3
State of
Illinois
Response
f - - . _ - ~-'.'-56.
5.4
57.
State of
Illinois
Response
Item 6.3
7
16
Illinois ~
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This requirement calls for a national directory database to be incorporated into the call processing
procedure. Does this mean to have the inmate calling platform as part of each call validation check.
perform a lookup in this database? Or, does the DOC mean that it wants each call setup to check the
Line Information Database (UDB) for nationally blocked numbers beforo releasing the call? Please
describe what the DOC would like 10 derive out of this requirement,
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Please explain what the National Directory is.
A database that can access national directory related information upon request, i.e. name and
address for both published and non-published telophone numbors.
16
Can the Vendor's facility be out·o(-stale? Willihis satisfy our CO-based system requirement?
Yes, where the call processing equipment resides at one central location with 24 hour
support.
17
RFP Item 6.3 request 5 references, page 31 requires 4, which is the Stale's preference?
5 references are required.
17
State of
Respo~_t!
',"~I
"
This directory database will onlr. be used on occasion for IDOC investigative purposes.
State of
Illinois
Response
58.
,':i'
H'
Question~and Response:
"', .: -' .
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"
"
Can a Prime vendor submit more than one bid response Wittl different subs?
Yes, please submit proposal separately.
___
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20
.•
1nmatc Collect Calling Vendor Questions
• J_';"
59.
8
State of
Illinois
Response
18
By having this paragraph as a line item under pricing/compensation, should vendors conclude that
the charges for National Directory listing Database will be paid for by the state?
Vendors should indicate a cost to the State of illinois, if any, for the Database. If there Is 8
charge to the State, it will be paid by the Stale.
-.-:c--t-------;-----+-:-------------------------------------......f
60.
1
18
Where can we find subsection 2.1.3?
Stale of
lIIinois
1 - _ - J I - - . : .R
.:;:e:.::s:c..=Plo.:.:n..:::s.=e_
J
The section reference should be listed os 4.7.1.
L...-
I
.------------
.Wl
21
Inmate Collcct Calling Vcndor Questions
Question and Response
i::':j~:~,~:',~:,:.:;.' :··./'\,:;ill;:"i;i.:~~:;;j·~::;:·:,,;. ,."
61,
2
27
What does the state propose the Project Performance Bond consist. Since there is no cost to the
Stale should the vendor estimate the cost to complete the contrnct?
Only the vendor of award needs to provide the bond
State of
lIIino;s
Response
A bond is required by state law for any pUblic works project that exceeds $5,000. The
purpose of the bond is to ensure that if the vendor does damage to state property, fails to pay
subcontractors, or falls to pay prevailing wages as required by state law, the State has 8
means to recoup those dollars.
Vendors should estimate the cost of the bond by estimating tho public works portion of the
contract. For example, if vendor is replacing a telephone handset by simply plugging it in,
that is not a pUblic works project. However, if the vendor Is running wire to install a new
telephone, that would be considered a public works project and would be subject to bond
requirements. Applicable state statutes Bfe listed on page 26 of the RFP document. For
additional information on this requirement vendors may contact the Department of Labor at
217-7821710.
NA
62,
State of
Illinois
Response
When do the current contracts expire with the four vendors?
The current contracts are being extended to provide service until this contract is signed and
service is transitioned to the new Vendor of award.
L
22
Inmate Collect Calling Vendor Questions
Page . .·
'.
'RFP " ,:"'; Numbe(, ." ":'
. Reference :!l . :":.\"'::.\ ,::1:.)::\.
63.
Evaluallon
NA
Major Outage
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How will the State review rates and commissions in determining "best price".
The State will review the pricing proposals of those vendors whose technical proposals are
deemed compliant. The estimated revenue will be calculated based on a predetermined
average calling estimate and the vendor's proposed rates and commissions. The technically
compliant vendor offering the highest revenue will be awarded the contract.
State of
Illinois
Response
64.
f "
•.•.•.~:.,:.•·.:·.·.:I•••.•;~..=
,
,
~',;I :.
; .:',:' :.
NA
Deline the 2 hour response time requirement. Will remote diagnostics meet this requirement?
Yes.
State of
Illinois
Res onse
L.--_ _+-_~ ~=-=:""--f-----4~-------'----------:'---------:-----~--:---------"'~"""""--~
65.
Attachment A
NA
At the adult transition centers there is presently no monitoring or recording but you would like the
ability to record calls. You show one phone for 105 inmates at the Decatur site. Is the phone count
correcl? Do all calls have to be recorded or are you looking for selective recording at all the sites?
Are you sure you want recording? Are you sure you want recording at the work camps?
State of
JIIino;s
Response
The phone count (4) at Decatur was revised on Attachment A-1 in Addendum 1. All calls
will be recorded at all sites.
23
eMS
J L LIN 0 I S
George H. Rvan, Governor
DEPARTMENT OF CENTRAL MANAGEMENT SERVICES
Michael S. Schwartz, Director
May 28,2002
Subject:
Inmate Collect Calling, T200200012. TCVS 0302
Proposal Package Recipients:
Transmitted herewith. please Addendum #4 for the above referenced project.
If you have any questions or comments regarding these changes. please contact Kim Ahmer at (217) 7829502 for assistance.
Sincerely,
Kim Ahmer
cc:
A. Engle
120 W. Jefferson, Springfield,IL 62702-5103
Printed 011 Recycled Paper
Addendum_4.doc
TCVS 0302. CMS. Inmate Collect Calling
State of Illinois
Central Management Services
Bureau of Communications and Computer Services
Springfield. IL 62702
ADDENDUM #4
This addendum is issued to further define the original Request for Proposal (RFP)
package for the above-referenced project, as issued by this office on February 22,2002.
and is now considered a part thereof. Addendum #4 includes response to questions
generated from vendors via electronic mail. This addendum is to be returned as a
part of the Vendor's proposal. Within its proposal, the vendor must modify or replace
the State's RFP language when instructed to do so within this addendum. Vendors are
instructed to read this entire package before attempting to complete the information
required therein.
Item 3 Vendor questions.
Please see the attached document for responses to vendor questions.
2
Inmate Collect Calling Vendor Questions - Round 2
I':'
1.
RFP
:.i
Reference
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4.4.10
.Page:;Nuniber::
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If the State allows incumbents to reuse telephones, the incumbent vendors who own
phones today have a financial advantage over vendors who do not have services and
phones in place today. Will the State reconsider this allowance and require all vendors to
install new telephone units?
If not. will that State allow the vendor to install refurbished telephones in good working
oreler and appearance?
2.
State of
illinois
Response
4.7.4
3.
State of
Illinois
Response
4.7.4
15
51
The State is not requiring the vendor to disclose intrastate rates to the called party.
15
51
State of
Illinois
Response
4.
4.7.4
State of
Illinois
Response
The State sees no reason to rep/ace the existing telephones. Vendors may Install
telephones which are refurbished to like~new condition
If the proposed rate is based upon time-of-day and mileage bands, will the State allow the
vendor to disclose the cost of the first minute plus connection fee followed by the
maximum per minute charge for the call type for each additional minute?
Is DOC quoting Interstate Rates to the called party today?
DOC does not quote rates to the called party. Vendors are mandated by the FCC to
announce Interstate Inmate rates to the called party before acceptance of the call is
made.
15
51
Does the Illinois Commerce Commission require collect call rate quoting for inmate collect
calls?
No.
3
Inmate Collect Calling Vendor Questions - Round 2
5.
Attachments
1
State of
Illinois
Response
6.
3.10
Addendum
.
Is it possible to get more exact data on present inmate phone usage? The previous CDR
data provided in Amendment #1 provides some but not all of this essential pricing
information.
The State has provided usage information for each site. No further information will
be provided.
4
Addendum
3, Item 1
If a vendor wants to continue to use the Eventide recorders will the Vendor be
able to use the existing recorders?
The State prefers that the vendor replace the existing recorders with newer
technoloQv. The State will use the Eventide recorders to access archived data.
7.
4.1.3
5
Addendum
3, page 10,
item 22
Are the 150 single line sets included in the phones showing on A-1 for Menard (116),
Stateville (127) and Pontiac (77)? Or are they in addition to what's on A1? If they are not
do we need a phone line for each single line set?
The lines required for the slnale line sets are Included in the totals on A·1.
4
