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Home My WebLink AboutNotice of Intent - Inmate Phone SystemDeschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of February 2, 2011 DATE: January 27, 2011 FROM: Sue Brewster Sheriff's Office: 385-1714 TITLE OF AGENDA ITEM: Consideration of Board Signature of a "Notice of Intent to Award" letter for the Deschutes County Adult Jail Inmate Telephone and Recording System. PUBLIC HEARING ON THIS DATE? No BACKGROUND AND POLICY IMPLICATIONS: On September 17, 2010, the Sheriff's Office published a Request for Proposal (RFP) to provide a local and long distance telephone and recording system for the Adult Jail and Work Center inmate population. The Sheriff's Office received four proposals in response to the RFP. The RFP's were reviewed and scored by Sheriff's Office personnel and a final decision for award was made in early January 2011. This proposal solicited information and products available to provide "turnkey" inmate phone/ recording services in the Deschutes County Jail and Work Center for 22 installed phones. The selected company will include contracting for equipment, service (including qualified technicians) and the training of appropriate personnel. Phones will be installed in secure dayrooms and holding facilities. FISCAL IMPLICATIONS: The Sheriff's Office makes no annual payment for the inmate telephone system. Instead, the Sheriff's Office will see income from the inmates' use of the system, as much as $40,000 to $50,000 per year of the contract. RECOMMENDATION & ACTION REQUESTED: Approve and sign "Notice of Intent to Award." ATTENDANCE: Capt. Ruth Jenkin, Sheriff's Office DISTRIBUTION OF DOCUMENTS: Return signed copy to Sue Brewster, Sheriffs Office Legal Counsel, for distribution. DESCHUTES COUNTY DOCUMENT SUMMARY Date: January 27, 2011 Department: Sheriffs Office Contractor/Supplier/Consultant Name: Telmate, Inc Contractor Contact: Christopher Ditto, VP Contractor Phone #: 541-889-8900 Type of Document: Notice of Intent to Award Goods and/or Services: Deschutes County Adult Jail (DCAJ) Inmate Telephone and Recording System. Background & History: Deschutes County provides secure custodial services for both pretrial offenders and sentenced inmates in the County Jail and Work Center. The County Jail and Work Center have a combined average daily population of 225. An estimated 6,000 bookings will occur this year. There are currently 22 wall phones in use in the jail and Work Center. Two coin-operated telephones are located in the jail for the public. A high percentage of the current jail population uses the existing phones on a daily basis. The average stay is estimated to be 17 to 20 days with each inmate probably making between three (3) to five (5) phone calls during that time period. Heaviest use for phone calls is from 1:00 p.m. to 4:00 p.m. approximately 83% of the phone calls are local. Agreement Starting Date: Ending Date: Annual Value or Total Payment: The services contract will be a 3 -year contract with an additional 2 -year renewal option. ❑ Insurance Certificate Received (check box) Insurance Expiration Date: 9/1/2011 Check all that apply: ® RFP, Solicitation or Bid Process ❑ Informal quotes (<$150K) ❑ Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37) Funding Source: (Included in current budget? ® Yes ❑ No If No, has budget amendment been submitted? ❑ Yes ❑ No Is this a Grant Agreement providing revenue to the County? ❑ Yes ® No 1/27/2011 Departmental Contact: Captain Ruth Jenkin, 388-6667 Sheriffs Approval: Signature Date Distribution of Document: Return originals to Sue Brewster, Legal Counsel, Sheriff's Office. Official Review: County Signature Required (check one): BOCC Department Director (if <$25K) El Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. ) Legal Review Date Document Number 2011-053 1/27/2011 TES w 0 -C Board of Count Commissioners 1300 NW Wall St, Suite 200 • Bend, OR 97701-1960 (541 ] 388-6570 • Fax (541 ] 385-3202 www.co.deschutes.or.us board@co.deschutes.or.us Tammy Baney Anthony DeBone Alan Unger February 2, 2011 Sent via facsimile 208-379-7498 & First Class Mail RE: Project - Contract for Inmate Telephone and Recording System NOTICE OF INTENT TO AWARD CONTRACT On February 2, 2011, the Board of County Commissioners of Deschutes County, Oregon, considered proposals for the above -referenced project. The Board determined that the successful bidder for the project was Telmate, Inc. of Ontario, Oregon. This Notice of Intent to Award Contract is issued pursuant to Oregon Revised Statute (ORS) 2796.135. A copy of this Notice is being provided to each firm or person that submitted a bid or proposal for the project. Any firm or person which believes that they are adversely affected or aggrieved by the intended award of contract set forth in this Notice may submit a written protest within seven (7) calendar days after the issuance of this Notice of Intent to Award Contract to the Board of County Commissioners of Deschutes County, Oregon, at Deschutes Services Building, 1300 NW Wall Street, Bend, Oregon 97701. The seven (7) calendar day protest period will expire at 5:00 PM on Wednesday, February 9, 2011. Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner February 2, 2011 Page 2 Any protest must be in writing and specify any grounds upon which the protest is based. Please refer to Oregon Administrative Rules (OAR) 137-049-0450 for construction contracts or OAR 137-047-0740 for contracts other than construction. If a protest is filed, a hearing will be held at 10:00 a.m. on [Day], [Date], [Year] before the Board of County Commissioners of Deschutes County Oregon, acting as the Contract Review Board, in the Deschutes Services Building, 1300 NW Wall Street, Bend, Oregon 97701. If no protest is filed within the protest period, this Notice of Intent to Award Contract becomes an Award of Contract without further action by the County unless the Board of County Commissioners for good cause, rescinds this Notice before the expiration of the protest period. The successful bidder or proposer on a Deschutes County project is required to execute four (4) copies of the Contract, which will be provided when the contract is negotiated. In addition to the execution of Contract, the contractor will be required to provide one or more certificates of insurance together with endorsements naming Deschutes County as an additional insured. All contract copies will need to be returned to the County for execution. After all parties have signed the contract, a copy of the contract will be forwarded to you along with a notice to proceed. If you have any questions regarding this Notice of Intent to Award Contract, or the procedures under which the County is proceeding, please contact Sheriffs Office Legal Counsel Bend, OR 97701, telephone (541) 617-3369 or FAX (541) 389-4454. Sincerely, BOARD OF COUNTY COMMISSIONERS DESCHUTES COUNTY, OREGON Tammy Baney, Chair Anthony DeBone, Vice Chair Alan Unger, Commissioner cc w/enc: Transmitted by Facsimile and First Class Mail on February 2, 2011 to all Proposers (See attached List) Contract for Inmate Telephone and Recording System Telmate Christopher Ditto, Vice President 1108 SE 6th Street Ontario, OR 97914 Phone 541-889-8900 Fax 208-379-7498 Global Tel*Link Jeffrey Haidinger, President of Services 12021 Sunset Hills Road Suite 100 Reston, VA 20190 Phone 866-375-0058 Fax 703-435-0980 Lattice, Incorporated Gerry Sargeant, Account Executive 6666 NW Lynch Lane Redmond, OR 97756 Phone 541-504-9503 Fax 541-504-9504 Securus Technologies, Inc. Robert Pickens, Chief Operating Officer 14651 North Dallas Parkway, Suite 600 Dallas, TX 75254 Phone 972-277-0386 Fax 972-277-0514 279B.135 Notice of intent to award. At least seven days before the award of a public contract, unless the contracting agency determines that seven days is impractical under rules adopted under ORS 279A.065, the contracting agency shall post or provide to each bidder or proposer notice of the contracting agency's intent to award a contract. This section does not apply to a contract awarded as a small procurement under ORS 279B.065, an intermediate procurement under ORS 279B.070, a sole -source procurement under ORS 279B.075, an emergency procurement under ORS 279B.080 or a special procurement under ORS 279B.085. The notice and its manner of posting or issuance must conform to rules adopted under ORS 279A.065. [2003 c.794 §64]