Integrated Inmate Communications & Technology Services

Issued by COUNTIES - Uintah County. Reference #UC26-13. 1. Intent Uintah County, Utah (“County”), is soliciting written, sealed proposals from qualified, licensed, and experienced vendors to provide a fully integrated, comprehensive Inmate Technology System (ITS) and communications platform for the Uintah County Jail located in Vernal, Utah. The scope of this procurement includes the furnishing, installation, configuration, testing, operation, maintenance, training, and ongoing support of inmate telephones, secure wireless tablets, video visitation services, secure electronic messaging, digital mail scanning, automated voice information systems (IVR), and advanced investigative, monitoring, and reporting tools. The County requires a single, unified communications platform to achieve maximum operational efficiency, minimize administrative overhead, and establish a single point of accountability for vendors. By consolidating all inmate communications under a centralized, secure database, the County aims to enhance security, facilitate comprehensive cross-media investigative analysis, and streamline regulatory compliance. The selected vendor shall provide a fully managed, turnkey solution operating at zero cost to Uintah County, assuming 100% operational and financial responsibility for the entire system lifecycle. 2. Uintah County Jail – Overview & Background The Uintah County Jail is operated by the Uintah County Sheriff’s Office and is located at 641 E. 300 S., Vernal, Utah. The secure facility contains approximately 392 beds and consists of 19 distinct housing units: Housing Pods A through P: 24 beds per pod (Total: 384 beds) Housing Medical: 6 beds Housing Isolation: 2 beds Housing Booking: 12 beds The facility houses pretrial detainees, sentenced local inmates, and state-contracted inmates, with an average daily population (ADP) of 196 inmates for 2025. To support jail operations and ensure secure, monitored communication with family, friends, and legal counsel, the facility utilizes the following baseline infrastructure: Inmate Telephones: A total of 35 wall-mounted inmate telephones (32 in the housing unit, 2 in booking, and 1 in isolation). On-site Video Visitation & Kiosks: An on-site video visitation infrastructure consisting of 16 wall-mounted kiosk/tablet docking stations located in housing units, 1 mobile visitation machine dedicated to the Booking area, and 1 wall-mounted lobby kiosk dedicated for free public use. Commissary and Inmate Accounting Software: The facility utilizes TEAM Solution as its exclusive commissary and inmate accounting platform, with which the proposed ITS must directly interface. Page 4 of 23 3. Procurement Process and Timetable 3.1 Procedure The Procedure for the issuance of this RFP, evaluation of proposals, and selection of a vendor is as follows: 1. Interested entities will prepare and submit their proposals in accordance with the Procurement Timetable set out in Subsection 3.2. 2. The Purchasing Department will review all proposals to verify compliance with the minimum mandatory requirements. Proposals that meet these criteria will advance to the next stage of evaluation. Those that fail to meet any mandatory requirement will be deemed ineligible and will not proceed further. 3. An Evaluation Committee will review and score only the Technical Proposals. This phase, referred to as Part 1 of the technical evaluation, will be based solely on the written response to the scorable criteria outlined in the RFP. 4. Following the initial scoring of written proposals, the top three highest-ranked vendors will be invited to participate in oral presentations and interviews (Part 2 of the technical evaluation). These interviews are intended to clarify proposal content and assess the vendor’s approach, communication, and overall alignment with County objectives. A separate interview scorecard will be used, with each question rated on a 0–5 scale. All question scores will be totaled to produce a single interview score for each vendor. 5. The final technical score for each vendor will consist of the combined total from Part 1 (written proposal) and Part 2 (interview). This combined score will be recorded on a single evaluation scorecard and used to determine the vendor’s final ranking prior to any cost review or negotiations. 6. Following the completion of technical scoring, the Purchasing Office, in coordination with the assigned Project Manager and County Commissioner(s), will evaluate whether the top-ranked proposal's pricing and commission fee structure is advantageous to the County. If the highest-ranked vendor’s cost/compensation proposal is acceptable, the County will proceed to contract negotiation. If pricing and commission fee structure is deemed not advantageous or does not align with the project budget, the County reserves the right to: a. Attempt to negotiate pricing/cost-compensation structure with the top-ranked respondent; or b. Disqualify the proposal on pricing/cost-compensation grounds and proceed to review the Cost/Compensation Proposal of the next-highest-ranked respondent; this process may continue until a suitable vendor is selected or the RFP is canceled. c. The County reserves the right to make an award that is in the best interest of Uintah County, and issuance of this RFP does not guarantee a contract will be awarded. Page 5 of 23 3.2 Procurement Timetable Below is the Procurement Timetable established for this RFP. Procurement Timetable REQUIRED ACTIVITY SCHEDULED DATE Request for Proposal (RFP) issued September 2, 2026 Closing Date for Receipt of Proposals All proposals must be submitted by the stated deadline. Late submissions will not be considered. September 18, 2026 at 5:00 PM (MST) Public Opening Proposals will be publicly opened to confirm receipt only; no evaluation or cost/compensation review will occur at that time. September 23, 2026 Initial Evaluation – Minimum and Technical Review The Purchasing Department will review all submitted proposals as follows: ● Minimum/Mandatory Requirements: Evaluated on a pass/fail basis. Proposals that do not meet all mandatory requirements will be deemed non-responsive and disqualified. The Evaluation Committee will review all submitted proposals as follows: ● Technical Criteria (Written Proposal): All scorable criteria—excluding interviews—will be reviewed and scored based on the vendor’s written response packet. This includes experience, approach, qualifications, staffing, and value-added services. Note: Because this is a no-cost service model, pricing and compensation will not be reviewed or scored as a separate cost category. Instead, the vendor’s compensation structure and overall service framework will be evaluated as part of the technical criteria. September 24-25, 2026 (Tentative Date – Subject to Change) September 28, 2026 - October 5, 2026 (Tentative Date – Subject to Change) Shortlisting: Oral Presentation & Interview Based on the initial technical scores, the top three highest-ranked vendors will be invited to October 8, 2026 (Tentative Date – Subject to Change) Page 6 of 23 participate in oral presentations and interviews. (See Section 6.3) Final Evaluation and Tabulation The Purchasing Department will compile final scores, incorporating both: ● Written technical criteria scores ● Interview/presentation scores: The final ranked list of vendors will be established based on the combined scores. October 8-9, 2026 (Tentative Dates – Subject to Change) Contract Negotiations The County will enter into negotiations with the selected vendor. If the County is unable to reach agreement on terms, pricing, or scope, it reserves the right to: ● Discontinue negotiations and begin discussions with the next-highest vendor, or ● Cancel the RFP process in its entirety. October 12-30, 2026 (Tentative Dates – Subject to Change) Contract Award If negotiations are successful, the finalized contract will be submitted for approval and award at a scheduled Uintah County Commission Meeting. November 10, 2026 (Tentative Dates – Subject to Change) 4. Submission Deadline and Opening Date To receive consideration and responses to this RFP, the County must receive the proposal no later than 5:00 PM (Mountain Time) on September 18, 2026. Submission Method: Proposals must be mailed or hand-delivered in a sealed envelope clearly labeled: “Sealed Proposal – Integrated Inmate Communications & Technology Services” Please ensure that the proposal is delivered to the following address: Uintah County Clerk-Auditor’s Office 147 E Main (Second Floor) Vernal, Ut 84078 Proposals will be publicly opened during the Uintah County Commission Work Session on Wednesday, September 23, 2026, in the Commission Conference Room, located at 152 E 100 N, Vernal, UT. This opening will confirm receipt only; no evaluation or cost/compensation review will occur at this stage. Page 7 of 23 5. Project Overview & Scope of Work 5.1. Project Overview & Term Uintah County is soliciting proposals from qualified vendors to provide a comprehensive, fully integrated Inmate Technology System (ITS) and communications platform. The County has determined that procuring these services as a single, unified platform is in the best interest of facility operations, public safety, and security. To ensure maximum operational efficiency and a single point of accountability, the County requires a fully bundled turnkey solution that must include: 1. Inmate Telephone System: Complete, tamper-proof voice hardware and network services. 2. Secure Inmate Tablets: Personal wireless tablet platforms providing self-help, educational tools, approved law library, and approved entertainment. 3. Digital Mail Scanning & Delivery: A secure, digital mailing service that scans physical mail and delivers it directly to inmate tablets, eliminating physical contraband. 4. Supporting Services: Video visitation (both onsite and remote), secure electronic messaging, automated information systems (IVR), and advanced investigative/monitoring tools. Fully Vendor-Funded All components of this bundled platform—including all required hardware, software, cabling, dedicated network infrastructure, data migration, staff training, installation, and 24/7/365 support—must be provided and maintained at zero cost to the County. The selected vendor shall assume 100% operational and financial responsibility for the entire lifecycle of the system. Timeline The Vendor must complete the installation of all hardware and software and have the system fully operational within 60 days following contract execution. Contract Term 1. Initial Term: Three (3) years, commencing upon final system cutover. 2. Renewal Options: The County retains the exclusive option to renew the Agreement for up to two (2) additional one-year periods under the same terms and conditions, subject to County approval. 5.2. Detailed Scope of Work 1. Inmate Telephone System The vendor shall furnish, install, configure, and maintain a new, robust, tamper-proof, and fully managed Inmate Telephone System (ITS). The telephone system shall support outgoing communications only: a. Hardware and Distribution Baselines: The vendor shall deploy a minimum baseline of 35 new, correctional-grade, wall-mounted, steel inmate telephones. The hardware shall be physically distributed throughout the facility, including the booking area, isolation area, and housing pods. Page 8 of 23 b. Inmate Calling and Communication Controls: The system shall require inmates to input their unique Personal Identification Number (PIN) to initiate any call. Calling controls, including call limitations, call blocking, and fraud prevention procedures, shall be determined by the Uintah County Jail Personnel upon setup. c. TEAM Solutions: The telephone platform must achieve zero-cost, direct integration with the facility’s inmate commissary system, TEAM Solutions, allowing inmates to fund calling balances seamlessly. 2. Secure Inmate Tablets The vendor shall provide a modern, highly secure, and durable wireless tablet platform to serve as the central hub for inmate self-improvement, education, legal research, and approved entertainment. a. Inventory and Spare Buffer: The tablet platform must be sized to accommodate an operational baseline of 250 average daily population (ADP). The vendor shall supply a dedicated tablet device to every single incarcerated inmate. To prevent service gaps, the vendor must maintain a permanent, on-site surplus buffer of twenty percent (20%) of the total deployed tablet count, enabling immediate replacement of damaged or malfunctioning units without delay. b. Tablet Hardware and Docking Infrastructure: All tablets must be vendor-owned, correctional-grade, high-impact devices encased in tamper-resistant, shatterproof housings. The vendor must install high-capacity, secure wireless charging and docking stations inside every housing pod, sufficient to safely store and charge the entire tablet population assigned to that specific housing unit. c. Educational and Rehabilitative Applications: The tablet software must offer secure, restricted web links to local educational centers, specifically Uintah Basin Technical College (UBTech) and the Ashley Valley Education Center (AVEC). The platform must directly integrate with the Department of Corrections’ free educational programs, GED materials, high school equivalency courses, cognitive-behavioral therapy modules, and vocational training apps at no cost to inmates or the County. d. Self-Service, Commissary, and Administrative Tools: The tablets must feature an inmate self-service application that allows inmates to view their account balances, submit formal grievances, submit medical requests, access the official inmate handbook, and place commissary orders directly through the TEAM Solutions integration. County staff must be equipped with secure administrative tools to upload customized facility documents and broadcast facility-wide or pod-specific push notifications (e.g., medical clinics, court call warnings). e. Mobile Device Management (MDM) & Device Hardening: To eliminate security vulnerabilities, prevent device "jailbreaking," and ensure full network isolation, all inmate tablets must be provisioned and managed through a centralized Mobile Device Page 9 of 23 Management (MDM) solution operating in strict "Kiosk Mode." 3. Digital Mail Scanning & Delivery Uintah County requires a comprehensive digital mail scanning solution: a. Standard Mail Processing Workflow: All non-privileged, standard inmate physical mail must be directed to a secure scanning facility, where mail will be opened, inspected, and scanned for all incoming correspondence. The scanned digital mail must be uploaded securely to a database and delivered directly to the recipient inmate’s assigned tablet. The vendor is solely responsible for the safe handling, storage, and ultimate destruction of the physical mail pieces at the facility. b. Privileged Legal Mail Pathway & Exemption: All physical legal and privileged mail is strictly exempt from the off-site scanning workflow to protect absolute attorney-client privilege. Physical legal mail must continue to be sent directly to the Uintah County Jail’s physical address in Vernal, Utah. To facilitate secure, digital legal communication, the vendor must integrate Lightning Law (or an approved similar or equivalent digital legal platform) on all tablets. This platform must support confidential, remote video meetings and encrypted document review for incarcerated individuals and their legal counsel. 4. Supporting Services a. Video Visitation System: i. The system must support both free, scheduled onsite video visitation and paid, remote off-site video visitation. ii. Inmates shall conduct video visits using their tablets (docked or wireless) within the pod. iii. The public must conduct onsite visits using the dedicated wall-mounted lobby kiosks. iv. Onsite video visits shall be provided free of charge, with the County retaining the authority to cap onsite visits at a maximum of two (2) per inmate per week. v. The vendor is strictly prohibited from limiting, throttling, or reducing the number of on-site video visitation time slots or lobby kiosks to artificially force users to purchase paid remote visits. vi. Staff must have tools to live-monitor active visits, review visit recordings, and instantly terminate any session violating facility rules. b. Secure Electronic Messaging (E-Messaging): i. The tablets must support secure, two-way digital e-messaging between inmates and pre-approved outside contacts. ii. The vendor must provide a web-based administrative management portal enabling Uintah County Jail deputies and investigators to conduct pre- Page 10 of 23 delivery reviews, apply keyword alert flags, and establish customizable sender/receiver blocks. c. Automated Information System: i. The vendor shall provide a hosted Interactive Voice Response (IVR) system available twenty-four (24) hours a day, seven (7) days a week. ii. The IVR must support a bilingual (English and Spanish) voice interface, touch-tone navigation, and advanced speech recognition. d. Advanced Investigative, Monitoring & Reporting Tools: i. The system must automatically record all voice calls (in high-quality MP3 format) and all video visitation sessions (in high-quality MP4 format). ii. Vendors must securely archive all digital and mail data for a minimum of 12 months. The system must support exporting with complete indexing and quick search capability by inmate name, PIN, date, time, dialed number, and communication method. iii. The system must include advanced voice biometrics and continuous post-call speaker verification to confirm the identity of the inmate speaking. 5. General Systems & Operations Requirements a. No-Cost Turnkey Financial Framework i. The entire integrated communications platform must be provided as a 100% vendor-funded, turnkey solution at zero cost to Uintah County. ii. The selected vendor shall assume sole financial and operational responsibility for all upfront and ongoing costs, including hardware, software licenses, network installation, data migration, structural modifications, weekly maintenance, and 24/7 technical support. iii. The vendor is prohibited from charging Uintah County or deducting from County commissions for any administrative overhead, billing disputes, fraudulent calls, or uncollectible end-user revenue. The vendor must absorb 100% of these financial liabilities. b. Installation, Transition, and Database Migration i. The selected vendor must complete the physical installation, configuration, testing, database migration, and training, and have the entire system 100% operational within sixty (60) days of contract execution. ii. The vendor must deliver a comprehensive, step-by-step transition plan detailing how the integration from the current provider will be completed with less than 24 hours of downtime and less than 24 hours of disruption to secure jail communications. iii. The vendor shall execute a complete, secure data migration of 100% of the active database, including inmate profiles, active PINs, family pre- Page 11 of 23 paid accounts, historical communication metadata, and existing voice/video recordings, maintaining absolute data integrity. iv. Upon contract expiration or termination, the outgoing vendor must decommission and remove all vendor-owned equipment from the facility at no cost to the County and restore all building surfaces to their original, safe condition. c. System Testing & Acceptance The Vendor shall complete all required system testing prior to go-live to verify that the system functions as intended under expected operating conditions. Final system acceptance will be based on the successful operation of the complete system during the acceptance period, with no material defects, performance issues, or security failures. Any material deficiencies identified during the acceptance perio