TITLE
Recommendation to adopt Specifications No. RFP PD19-079 and award a contract to NCIC Inmate Communications, of Longview, TX, for providing inmate telephone and video visitation services at the Long Beach City Jail, for a period of two years at no cost to the City, with the option to renew for three additional one-year periods, at the discretion of the City Manager; and authorize City Manager, or designee, to execute all documents necessary to enter into a contract, including any necessary amendments. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with NCIC Inmate Communications, for providing inmate telephone and video visitation services at the Long Beach City Jail. In accordance with California Penal Code 851.5, an arrested person who is booked at the Long Beach City Jail has the right to make at least three completed telephone calls at no cost. The cost for additional phone calls are at the expense of the booked individual. Income generated from jail facility telephonic communications is deposited into the Prisoner Welfare Fund reserve account. These funds must be reinvested into the jail facility or inmate services in accordance with Section 4025 of the California Penal Code. In Fiscal Year 2019, revenue from inmate telephonic communications totaled $45,159.
The use of video visitation has been made available to booked individuals at the Long Beach City Jail since 2015. This technology allows friends, family, and legal counsel to visit with an inmate from any location with internet access or from a video station on the first floor of the Public Safety Building.
The Request for Proposals (RFP) was posted on the City’s electronic bid system, and 128 potential proposers specializing in communication services were notified of the opportunity. Of those proposers, 21 downloaded the RFP via the City’s electronic bid system. The RFP document was made available by the Purchasing Division, which was located on the seventh floor of the former City Hall building, and on the division’s website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. The RFP announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 37 local, minority-owned, and women-owned business groups. On August 1, 2019, the City received three proposals. Of those three proposers, none were Minority-owned Business Enterprises (MBEs), Women-owned Business Enterprises (WBEs), certified Small Business Enterprises (SBEs), or Long Beach businesses (Local). The selection committee, comprised of representatives from the Police and Financial Management Departments, determined that one firm exhibited the most experience in providing telephonic and video visitation services appropriate for a municipal jail setting. NCIC Inmate Communications, of Longview, TX, was determined to be the most qualified vendor to provide these specialized services.
Local Business Outreach
In an effort to align with the City’s outreach goal, Long Beach businesses are encouraged to submit proposals for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download RFP specifications. Through outreach, nine Long Beach vendors were notified to submit proposals, of which none submitted a proposal. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the proposer pool.
This matter was reviewed by Deputy City Attorney Sarah E. Green on March 3, 2020, Purchasing Agent Tara Yeats on February 19, 2020, and by Budget Management Officer Rhutu Amin Gharib on February 27, 2020.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. RFP PD19-079 and award a contract concurrently is requested on April 14, 2020, to ensure a contract is in place expeditiously.
FISCAL IMPACT
There is no fiscal or local job impact associated with this recommendation. Per the contract, 60 percent of all revenue generated will be deposited in the Prisoner Welfare Fund reserve account in the Police Department. The annual revenue amount to be received by the City is estimated at $37,632; 40 percent of the remaining revenue will be retained by NCIC Communications to cover the cost of equipment installation, maintenance, and related services. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
ROBERT G. LUNA
CHIEF OF POLICE
APPROVED:
THOMAS B. MODICA
ACTING CITY MANAGER