Jail Resident Communication Services (Phone, Tablet, & Visitation)

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal according to the specifications set forth within this document.

The County intends to use the results of this process to award a contract or issue a purchase order for the product(s) and/or service(s) stated: Digital Resident Telephone, Tablet, and Video Visitation System & Services at the Dane County Jail.

The Dane County Purchasing Division is the sole point of contact for questions and issues that may arise during the RFP process.

The Dane County Sheriff’s Office defines and describes the individuals housed in our facility as residents rather than inmates. Please consider this throughout this document when you see the word "resident."

Project Details

• Reference ID: 2026-RFP-051-PR
• Department: Sheriff
• Department Head: Kalvin Barrett (Sheriff)

Important Dates

• Questions Due: 2026-07-22T21:00:01.268Z
• Answers Posted By: 2026-07-29T21:00:27.902Z
• Pre-Proposal Meeting: 2026-07-09T14:00:19.240Z — Dane County Public Safety Building 115 W. Doty St. 2nd Floor (Room 2000) - Check in at the Reception Desk Madison, WI 53703 *REQUIRED - Attachment C - Vendor Conference Registration Form must be completed and emailed to Megan Rogan at rogan.megan@danecounty.gov no later than Thursday, July 2nd in order to participate in the vendor conference.

Evaluation Criteria

• Organization Capabilities (20 pts) —
  1. Describe the firm’s experience and capabilities in providing resident phone, tablet, and video visitation services. 
  2. Be specific and identify projects, dates, and results.
• Staff Qualifications (15 pts) —
  1. Please include a staffing plan for implementation that identifies the project manager and key implementation personnel and their respective roles.
  2. Provide resumes describing the educational and work experiences for each of the key staff who would be assigned to the project.
  3. A security clearance will be required for any employee needing access into the Dane County Jail. All personnel that will be onsite will be required to complete a release form for this purpose. The signed release must be provided two weeks prior to commencement of any activity, and during the contract prior to any new employees being hired to do work at the aforementioned facilities. All employees will have uniforms and/or proper visible identification while working inside and outside of County buildings. Entrance to all jail facilities will require an escort.
• Project Timeline & Implementation Plan (15 pts) —
  1. Submit a Project Timeline and Implementation Plan describing in detail how the Proposer will transition, implement, test, and fully deploy the proposed solution.
  2. The Project Timeline and Implementation Plan shall, at a minimum, include the following:
     1. Overall implementation schedule from contract award through full operational go-live, expressed in calendar days.
     2. Key project phases and milestones, including, but not limited to:
        1. Contract kickoff
        2. Project planning 
        3. Site assessment
        4. Equipment procurement and delivery
        5. Installation of all required equipment
        6. Network configuration and system integration
        7. System testing - describe how the Proposer will demonstrate that required services are functioning prior to go-live
        8. Staff training - include training schedule and approach 
        9. Full deployment and go-live
     3. A description of the transition approach from incumbent system or provider (if applicable), including steps the Proposer will take to avoid service interruption and preserve continuity of service.
• Technical Requirements, After Sales & Support (30 pts) —
  1. Provide a narrative regarding how the firm will comply with the requirements from each of the following sections:
     1. Section 4.4 - Telephone, Tablet, and Video Visitation Hardware Equipment Requirements
     2. Section 4.5 - Telephone Service Requirements
     3. Section 4.6 - Tablet Service Requirements
     4. Section 4.7 - Telephone, Tablet, and Video Visitation Administration Requirements
     5. Section 4.8 - General Telephone, Tablet, and Video Visitation System Requirements
     6. Section 4.10 - Video Visitation Hardware Requirements
     7. Section 4.11 - Video Visitation Administration Requirements
     8. Section 4.12 - Visitation Scheduling System Requirements
     9. Section 4.13 - County Technology Standards
     10. Section 4.14 - System Auditing
     11. Section 4.15 - Standards of Performance and Acceptance
     12. Section 4.16 - Contract Management
  2. Clearly identify and provide explanation of any requirement that cannot be provided as outlined in the sections noted.

   

• Cost (20 pts)
• Local Vendor Preference (5 pts)

Submission Requirements

• RFP DOCUMENT UPLOADS
• Single Proposal Submission (required) —

  Only 1 proposal is allowed to be submitted per Vendor Account. This means if you are submitting multiple proposals, you must follow the instructions set forth within the Section 2.2 RFP Guidelines and Overview - Multiple Proposals & Acceptance. 

  It is understood that if multiple proposals are uploaded using 1 vendor account, the entire submission will be subject to disqualification. 

• RFP Response Document - Upload your Proposal (required) —

  Please DO NOT include Cost information in this section.

• RFP Response - Supplemental Document Upload —

  Upload any additional or required information documents that supplements this solicitation.

• RFP Cost Proposal Document - Upload Cost Proposal (required) —

  Pricing shall be inclusive of all labor, delivery costs and other expenses necessary to provide product in accordance with the specifications and terms and conditions of this bid document and your proposal.

   

   

   

   

• RFP Cost Proposal - Supplemental Document Upload —

  If applicable, upload any documents providing further clarification of the submitted pricing from the Pricing Table. This is not required.

• References (required) —

  Please attach a document that includes at least 3 references from organizations, including points of contact (name, address, and telephone number), for work performed in the area of service required.  Selected organizations may be contacted to determine the quality of work performed and personnel assigned to the project.

• W9 Upload (required) —

  Upload your company's W9 form.

  NOTE: The W9 is required to be signed within the past 12 months

• VENDOR INFORMATION
• Local Vendor Preference (required) —

  Select a Local Vendor Preference:

  Vendors located within Dane County automatically receive five points toward the evaluation score.

  Vendors located within the counties adjacent to Dane County (Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

  Vendors located outside of Dane County and the 7 counties adjacent to Dane County would choose "No Preference".

  NOTE: A post office box address does not qualify as an established place of business.

• Fair Labor Practice Certification (required) —

  Has your company been found by the National Labor Relations Board ("NLRB") or the Wisconsin Employment Relations Commission ("WERC") to have violated any statute or regulation regarding labor standards or relations in the seven years prior to the date this bid submission is signed?
  
  If yesis answered, a copy of any relevant information regarding such violation is required to be uploaded with your bid submission.
  

  Additional information about the NLRB and WERC can be found using the following links:
  www.nlrb.gov and http://werc.wi.gov.

• Compliance Records (required) —

  Provide information regarding the company’s compliance with legal and regulatory requirements that are relevant to your industry. This could include certifications, licenses, audits, or any government or industry-specific reports demonstrating adherence to the laws.  Any documentation supporting this information may be uploaded via question 2.4.   

• Compliance Records Documentation Upload —

  Any supporting documentation to question #2.3 may be uploaded here.  Please include certifications, licenses, audits, or any government or industry-specific reports demonstrating adherence to the laws.

• Bankruptcy Filings (required) —

  Please provide a disclosure of any bankruptcy filings made within the past three years. This could include Chapter 7, Chapter 11, or other related filings, and any actions taken since the filing.  Any supporting documentation may be uploaded via question #2.6.

  If there are no bankruptcy filings to report, please enter "N/A" in the space below.

• Bankruptcy Filings Documentation Upload —

  Any supporting documentation regarding question #2.5 - Bankruptcy Filings may be uploaded here.

• Cooperative Purchasing (required) —

  Reference Guidelines - Section F.

  Does your company agree to furnish the commodities or services of this bid to municipalities and state agencies?

• Designation of Confidential and Proprietary Information (required) —

  Please specify what information you wish to designate as confidential and proprietary. Please identify section/ pages/ topic /documents, etc.

  NOTE: Pricing sections cannot be designated as confidential and proprietary.

  If nothing will be designated, simply type "None" in the section below.

• Did you attend the mandatory vendor conference? (required)
• Did you attend the mandatory vendor conference? (required)
• RFP ADDENDA
• I understand that if any addendum is issued I will have to acknowledge the posted addendum. (required)
• If an addendum is posted after I have submitted my proposal response and the resulting addendum requires action to be taken either in the Specification Section or Pricing Section, I understand that: (required) —

  1. I will have to unsubmit my proposal response.

  2. I will have to acknowledge the posted addendum.

  3. I will have to take action in responding to the changes on either the Specification Section or Pricing Section.

  4. I will then have to resubmit my proposal response.

  Further instructions on addendum(a) postings can be found here.

• SIGNATURE AFFIDAVIT
• SOQ Solicitation Response Declaration (required) —

  In submitting and confirming this solicitation response, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a solicitation response; that this solicitation response has been independently arrived at without collusion with any other firm competitor or potential competitor; that this solicitation response has not been knowingly disclosed prior to the opening of proposals to any other firm or competitor; that the above statement is accurate under penalty of perjury.

  Further, by submitting this solicitation response, firm agrees with all the terms, conditions, and specifications required by the County in this solicitation and declares that the corresponding solicitation response and pricing are in conformity therewith.

  I have read and understood the entire document.

  I declare under penalty of false swearing under the law of Wisconsin that the foregoing is true and correct.

• Signed on: (required) —

  Write in month, day, year and city/state in which the submission occurred.
  Example: June 27, 2025 in Madison, WI

• Electronically signed by: (required) —

  Provide First Name, Last Name and Title

• What is the MUNIS ORG & OBJECT code and available funds for this project? (required)
• Purchase Description
• How soon do you desire to OBTAIN the requested products/services? —

  Enter a specific date

  Figure 2 months minimum for RFB,

  Figure 6 month minimum for RFP from posting date

• Do you need this solicitation posted sooner than three weeks from now? —

  The typical lead time from intake to solicitation posting is 3-6 weeks depending on whether it's an RFP or RFB and complexity of the solicitation.

• Justification for Rush Request —

  Please provide desired posting date and justification for rush request

• What is the anticipated cost for this solicitation? (All Applicable Terms Combined)
• Via contract or a bid, is there an existing vendor currently providing these goods/services?
• Please state the current Contract # or Bid #:
• Is a vendor conference desired for this project? —

  NOTE: All vendor conferences are defaulted to begin at 10:00 am. Select dates that you and other staff are available at 10:00 am.

• (Yes - Mandatory on Site) List all dates that necessary staff are available to host the vendor conference:
• (Yes - Mandatory on Site) Provide address for vendor conference: —

  Include any other specific details such as Room #, directions, etc.

• (Yes - Optional on Site) Provide address for vendor conference: —

  Include any other specific details such as Room #, directions, etc.

• (Yes - Optional on Site) List all dates that necessary staff are available to host the vendor conference:
• (Yes - Mandatory Virtual) List all dates that necessary staff are available to host the vendor conference:
• (Yes - Optional Virtual) List all dates that necessary staff are available to host the vendor conference:
• Who will be evaluating this solicitation? —
  • If this is an RFB, provide name of one evaluator
  • If this is an RFP, provide names of three evaluators minimum. If evaluator is outside of the County, provide email address also.
• Pricing table required? —

  Always select "Yes" unless this is a Highway WisDot Design Project

• External Pricing Document?* —

  Is an external pricing document being used?