Opportunity Detail

Questions and Answers

Technologies for Inmate Communications and Family Connections
Document #:  DRC012-30-2019


Question:   To clarify, do you want written answers for Attachments One and Two? Or just the general questions on Page 7?

Answer:   Attachment One lists what the presentation is to include, written responses are accepted. Attachment Two, the State is requesting Supplier point of view, written responses are appreciated.

Date: 1/29/2020

Inquiry: 70625


Question:   Questions for OH DOC RFI from Access Corrections 1.21.20 Trust Fund Deposits 1. Please provide the GTL and Jpay contracts. 2. Please provide the fee structure for all Trust Fund deposit methods, both GTL and Jpay:  Phone  Web/Mobile  Kiosk Cash and Credit  Walk-in Retailer (Cash transactions)  Other i.e. Money Orders or Checks accepted 3. Please provide 3 months of detailed Trust Fund transaction history for all inmates or provide the information below: • Average number of Trust Fund deposits per month • Average amount of total dollars deposited per month Inmate Release: 1. Who is your current provider? 2. Please provide a copy of the Debit card terms and conditions given to the released inmate 3. On average, how many inmates are released each month? 4. Does OH DRC intend to issue a debit card to all inmates being released or is there another determination? If so, please explain. Probation and Parole 1. Please provide a list of fees & fines with description probationers are responsible to pay. 2. Please provide a list of fees & fines with description parolees are responsible to pay. 3. What Payment methods are available today to Parolees and Probationers ? 4. If fees are processed by a provider (company), please provide: a. Provider’s name b. Fee schedule c. Contract 5. How many probation and parole offices are there? 6. On page 13, under F, Desired, the DRC reference payments being accepted at probation and parole office. a. Does probation and parole desire a vendor to take 100% of the payments, meaning the DRC would no longer accepts payments? 7. What was the total amount of fees & fines collected in 2018 and 2019. Please provide a breakdown by fees & fines (see below) 8. What was the total number of fees & fines collected in 2018 and 2019. Please provide a breakdown by fees & Fines (See below) Probation For example: 2018 $ 2018 # 2019 $ 2019 # Supervision payments $1,000,000 25,000 $1,250,000 27,750 Parolee For example: 2018 $ 2018 # 2019 $ 2019 # Restitution Payments s $10,000,000 35,700 $12,000,000 48,000

Answer:   See response to 70658

Date: 1/29/2020

Inquiry: 70659


Question:   Questions for OH DOC RFI from Access Corrections 1.21.20 Trust Fund Deposits 1. Please provide the GTL and Jpay contracts. 2. Please provide the fee structure for all Trust Fund deposit methods, both GTL and Jpay:  Phone  Web/Mobile  Kiosk Cash and Credit  Walk-in Retailer (Cash transactions)  Other i.e. Money Orders or Checks accepted 3. Please provide 3 months of detailed Trust Fund transaction history for all inmates or provide the information below: • Average number of Trust Fund deposits per month • Average amount of total dollars deposited per month Inmate Release: 1. Who is your current provider? 2. Please provide a copy of the Debit card terms and conditions given to the released inmate 3. On average, how many inmates are released each month? 4. Does OH DRC intend to issue a debit card to all inmates being released or is there another determination? If so, please explain. Probation and Parole 1. Please provide a list of fees & fines with description probationers are responsible to pay. 2. Please provide a list of fees & fines with description parolees are responsible to pay. 3. What Payment methods are available today to Parolees and Probationers ? 4. If fees are processed by a provider (company), please provide: a. Provider’s name b. Fee schedule c. Contract 5. How many probation and parole offices are there? 6. On page 13, under F, Desired, the DRC reference payments being accepted at probation and parole office. a. Does probation and parole desire a vendor to take 100% of the payments, meaning the DRC would no longer accepts payments? 7. What was the total amount of fees & fines collected in 2018 and 2019. Please provide a breakdown by fees & fines (see below) 8. What was the total number of fees & fines collected in 2018 and 2019. Please provide a breakdown by fees & Fines (See below) Probation For example: 2018 $ 2018 # 2019 $ 2019 # Supervision payments $1,000,000 25,000 $1,250,000 27,750 Parolee For example: 2018 $ 2018 # 2019 $ 2019 # Restitution Payments s $10,000,000 35,700 $12,000,000 48,000

Answer:   1. Please make a public records request to DRC and DAS; 2. No fees; JPay, ONLINE fund amount/fee: $0.01-20.00/$3.90; $20.01-100.00/$6.90; $100.01-200.00/$8.90; $200.01-300.00/$10.90; BY PHONE fund amount/fee: $0.01-20.00/$4.90; $20.01-100.00/$7.90; $100.01-200.00/$9.90; $200.01-300.00/$11.90; GTL: No fees to deposit to inmates phone account; no fees to deposit to inmates debit link account; Trust Fund Deposit: Connect Network, fee $3.50+3.5% of deposit with a max deposit of $20.00. Connect Network, fee $4.50+3.5% of deposit with a max deposit of $100.00. Connect Network, fee $5.50+3.5% of deposit with a max deposit of $200.00. WIR, $3.00 fee with no max deposit amount.  Kiosk Cash and Credit: Kiosk are no longer available.  Walk-in Retailer (Cash transactions) 3.00 per transaction.  Other i.e. Money Orders or Checks accepted No fees. 3. Average number of Trust Fund deposits per month 65,239; Average amount of total dollars deposited per month $3,958,8536.12. Inmate Release: Solution is in progress, not deployed. Probation and Parole: N/A.

Date: 1/29/2020

Inquiry: 70658


Question:   Can you provide how many songs were purchased through JPAY and the total spend by inmates on JPAY music since the initial roll out of the program? In addition, can you estimate how many JPAY players are currently in circulation and the cost of these players?

Answer:   26K tablets; monthly spend is 46K;

Date: 1/29/2020

Inquiry: 70666


Question:   1. The RFI states that DRC currently has two tablets deployed to inmates. A JPay device, purchased by the inmate/family and a GTL device, provided at no charge by GTL. Can the DRC please provide how many inmates currently own a JPay tablet? a. For the JPay tablet, can the DRC please provide how many songs are sold each month? b. For the JPay tablet, can the DRC please provide how many messages are sent and received each month? 2. Can the DRC also provide how many GTL tablets were provided at no charge? a. For the GTL tablets, can the DRC please provide, on average, how many monthly music subscriptions are bought by inmates each month? b. For the GTL tablets, can the DRC please provide how many movies, on average, are rented by inmates each month? 3. Can the DRC please provide the current per minute rates and fees inmates and/or families pay for calls and to fund accounts? 4. Does the DRC allow single call funding events? 5. Can the DRC provide calling statistics for the last calendar year? 6. To encourage transparency does the DRC require applicable regulatory fees and taxes be displayed for each call in the graphical user interface.

Answer:   See response to # 70668

Date: 1/29/2020

Inquiry: 70667


Question:   1. The RFI states that DRC currently has two tablets deployed to inmates. A JPay device, purchased by the inmate/family and a GTL device, provided at no charge by GTL. Can the DRC please provide how many inmates currently own a JPay tablet? a. For the JPay tablet, can the DRC please provide how many songs are sold each month? b. For the JPay tablet, can the DRC please provide how many messages are sent and received each month? 2. Can the DRC also provide how many GTL tablets were provided at no charge? a. For the GTL tablets, can the DRC please provide, on average, how many monthly music subscriptions are bought by inmates each month? b. For the GTL tablets, can the DRC please provide how many movies, on average, are rented by inmates each month? 3. Can the DRC please provide the current per minute rates and fees inmates and/or families pay for calls and to fund accounts? 4. Does the DRC allow single call funding events? 5. Can the DRC provide calling statistics for the last calendar year? 6. To encourage transparency does the DRC require applicable regulatory fees and taxes be displayed for each call in the graphical user interface.

Answer:   1. 26K; a. 7K; b. 8K inbound or 3K outbound; 2. 34K; a. Approximately 12K; b. Approximately 13K; 3. Calls are 5 cents per minute. No fee to place money on phone account; 4. Need clarification; 5. 3,509,823 calls; 6. No;

Date: 1/29/2020

Inquiry: 70668


Question:   1. Has the DRC seen any prototypes of or done any testing with any Cell Phone Detection or Access Management System? 2. Were or are there specific incidents that made the DRC interested in Cell Phone Detection or Access Management System? 3. We offer a complete, turn key solution, but are there specific features the DRC is looking for? 4. Is the DRC looking for Cell Phone Detection or Access Management Systems in all DRC facilities or in a select number of DRC facilities? 5. Will there by fiber available for use by the Cell Phone Detection or Access Management System? If so, how many strands? 6. Each Access Management System is unique to the setting and layout of the facility. Will the DRC provide a sample site for which they would like pricing? 7. Is there anything else the DRC would like us to know about the agency as it thinks about managing wireless devices?

Answer:   1. Yes; 2. No. Will routinely find contraband cellphones within our facilities; 3. Detect, identify, and geo locate illicit cellphones within a correctional facility; 4. Looking for detection capabilities in all facilities; 5. There might be fiber and strands available depending on location; 6. If needed will be included with RFP not the RFI; 7. Not at this time;

Date: 1/29/2020

Inquiry: 70670


Question:   World Wide Technology (WWT) has the following questions for clarification: 1. What is the Video end point the visitor would use for the video visit with the inmate? 2. Is the banking system already deployed as an application? 3. How is access provided to the DRC’s Inmate Management System & Inmate Health Records System provided today ? (i.e. web based access from the kiosks, standalone app deployed on the kiosk, etc.) 4. Is the email service today cloud based or on premise? Will the current email system for inmates be replaced as part of this project? 5. The media purchased by inmates (music, books, etc.) is stored on the current tablets. Where is this content being purchased from today? Thank you! Amy Knelly, Account Manager

Answer:   1. PC; 2. No; 3. Not provided on tablet; 4. Cloud based; 5. Stored on tablet and on cloud;

Date: 1/29/2020

Inquiry: 70674


Question:   This question is in regard to submitting the response. On page 6 of RFP DCR12-30-2019 it states via 2.2.2 the response submittal is via email to Speranca.Szana@odrc.state.oh.us. Then in 2.2.3 it states that an electronic copy of the response in editable form (which can be on a thumb drive) should be provided. Can you please clarify if the response will be submitted to ODRC electronically via email in a PDF and editable documents or if there is a hard copy submission and electronic submission. Thank you in advance, Keefe Commissary Network, LLC

Answer:   Oral presentations are required; State is looking for information; only share what you wish to share.

Date: 1/17/2020

Inquiry: 70614


Question:   B. General Technical and Security Parameters - Page 8 Is the State Agencies wireless network available in all correctional institution? If not how many institutions currently have a wireless network infrastructure to support Inmate tablets? Will it be the responsibility of the State to ensure there is sufficient wireless coverage to support Inmate tablets? C. Telephone Systems - Page 9 What is the current call volumes and revenue generated from Inmate telephone services? Is the current rate per minuet $0.05? D. Inmate Kiosks (DRC) - Page 9 Does the Agency currently providing remote Video Visitation? How much revenue is generated from Video Visitation? What is the rate for video visitation and how long are the sessions? How many Correctional facility currently have access to Video Visitation? Will the Agency allow Video visitation on tablets? Is it the desire to replace all kiosks with tablets or will there still be a requirement for kiosks? E. Tablets or Other Electronic Devices Page 11 What percentage of the Inmate population has access to Email? What is the cost of sending an email? How much revenue is generated from email? How much revenue is generated from JPays entertainment offerings (music, books, and games)? How much revenue is generated from GTL’s entertainment services?

Answer:   Yes, wireless available to all; unknown who will support wireless tablets; call volumes 3 million per month; no revenue from telephone; Video Visitations from Kiosks only; revenue generated from Video Visitation is approx. $2,500 per month; rate for video visitation $9.99 for 30 minutes; all institutions have access to Video Visitation; unknown if allowable on tablets; unknown if replacing kiosks; All have access to email; cost of sending equals 1 stamp; no revenue is generated; JPay revenue approx. $13K per month, eBooks are free; GTL revenue approx. $295K annually.

Date: 1/17/2020

Inquiry: 70602


Question:   Will the State Agencies confirm whether or not the responses from each of the vendors to this RFI be protected from public records disclosure until such time as any ensuing RFP for the included services is completed and awarded? As the Agencies are requesting pricing, this will ensure that no competitive disadvantage exists. Thank you.

Answer:   The only written response required is the general information section of the RFI, please see page 7. Suppliers will present their proposals orally and written documents will not be collected.

Date: 1/16/2020

Inquiry: 70594


Question:   To clarify Amendment 1, does the “inquiry period ends” date equate to the original “deadline for questions” date as listed on page 5 of the RFI under Calendar of Events? Is the response due date still 1/29/2020? Is the “Register By” date that is listed in Amendment 1 a new requirement?

Answer:   New deadline for questions is 1/24/20 8 AM; new response date is 2/12/20 9 AM.

Date: 1/15/2020

Inquiry: 70557


Question:   1. What is the estimated cost of the Technologies for Inmate Communications and Family Connections? 2. Has the Department allocated funding for the Technologies for Inmate Communications and Family Connections yet? If so, through which source (budget, CIP, state/federal grant, etc.)? If no funding is secured, which sources will be sought and when? If utilizing a grant, would you be able to specify which one? 3. When does the Department plan on releasing a subsequent solicitation for the Technologies for Inmate Communications and Family Connections? 4. When does the Department want this solution to be implemented by? 5. What other systems will have to integrate or interface with the Technologies for Inmate Communications and Family Connections, and what vendor provides each system? 6. Does the Department need to replace or upgrade any of the integrated systems in the next 5 years? If so, which system and when? 7. What vendor provides the current Solution? When does the contract expire? 8. At the point of the closure, who will be the technical point of contact for the Technologies for Inmate Communications and Family Connections project? 9. Does the Department anticipate any professional or consulting services may be needed through separate procurements to accomplish this effort? (i.e. project planning/oversight, PM, QA, IV&V, staff augmentation, implementation services etc.)? If so, what services does the Department desire and how do they anticipate to procure? 10. Aside from this solicitation, is the Department looking into any other technology projects within the next 3 years? If so, what kind? 11. How does the Department plan to procure the potential project(s)? 12. What are the drivers for these project(s)?

Answer:   1. - 4. Refer to #70354; 5. The systems needed will be contingent upon the solution we deploy; 6. Refer to response for question #5; 7. Refer to RFI, pages 4 & 9 also, refer to RFI page 7; 8. DRC Staff (Network Services Supervisor); 9. - 12. Unknown at this time.

Date: 1/14/2020

Inquiry: 70521


Question:   Can you please provide the cost to GTL for the use of the state network for wireless connection for their devices?

Answer:   GTL does not use the state network.

Date: 1/9/2020

Inquiry: 70464


Question:   For the DRC inmate using GTL tablets, what is the current tablet ratio that has been deployed?

Answer:   Each inmate interested in having a tablet received a tablet.

Date: 1/9/2020

Inquiry: 70463


Question:   For DYS Tablets, who is providing the tablets and who is providing the payment of the $40 per month allowance for the youth to participate in the rental program?

Answer:   The current tablets are provided by GTL and the State is paying the usage fee.

Date: 1/9/2020

Inquiry: 70462


Question:   To ensure that the purpose of gathering sufficient information to determine the universe of qualified suppliers for several complex technologies, would the DRC consider an extension of two weeks for the due date of the RFI? The issuance of the RFI occurred during the holidays and many suppliers likely suffered from low staffing at that time. In addition, the ACA conference is also occupying the staff and resources of multiple stakeholders, including the DRC. We understand the need to obtain information in a timely manner, but we fear the DRC will not have sufficient information to meet the RFI’s goal without an extension. Thank you.

Answer:   Duplicate; see response for #70433.

Date: 1/9/2020

Inquiry: 70445


Question:   To ensure that the purpose of gathering sufficient information to determine the universe of qualified suppliers for several complex technologies, would the DRC consider an extension of two weeks for the due date of the RFI? The issuance of the RFI occurred during the holidays and many suppliers likely suffered from low staffing at that time. In addition, the ACA conference is also occupying the staff and resources of multiple stakeholders, including the DRC. We understand the need to obtain information in a timely manner, but we fear the DRC will not have sufficient information to meet the RFI’s goal without an extension. Thank you.

Answer:   See Addendum 1 which was issued 1/9/2020 to extend Inquiry Period End to 1/24/2020 at 8 AM and Register By Date to 2/12/2020 at 9 AM for presentation.

Date: 1/9/2020

Inquiry: 70433


Question:   Can you confirm that all questions must be received by Friday, January 17th and not Friday, January 19th? Thank you!

Answer:   Questions must be received by Friday, January 17th 2020 8 AM.

Date: 1/6/2020

Inquiry: 70415


Question:   The RFI states that the response should be submitted electronically. But it also states that you would like a searchable word response on a thumb drive. To whom should we send the thumb drive and by what date does the State need to receive it?

Answer:   The response date is 1/29/2020; all submissions are to be sent to Project Representative Speranca Szana (contact info on RFI cover page).

Date: 1/6/2020

Inquiry: 70414


Question:   • Do you happen to know the estimated funding source, or budget for this project? o If so, has funding for an RFP been secured? • Is this a new requirement? Or is there an incumbent vendor providing these services? o If there is an incumbent, would you be able to provide the contract number, vendor name, and term of the contract? • Is there a timeline for an RFP to be released? o If not, what steps are expected to make a decision on releasing an RFP? -Is July 2021 the tentative start date?

Answer:   Funding will be determined once an award has been made to an additional solicitation; Is this a new requirement? Please see page 9 of the RFI; Timeline for an RFP is still to be determined; Information obtained from this RFI will assist in making decisions moving forward; Is July 2021 the tentative start date? Unknown at this time.

Date: 12/31/2019

Inquiry: 70354


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Inquiry period ended:  1/24/2020 8:00:00 AM