TITLE
Recommendation to adopt Specifications No. RFP PD14-029 and award a contract to Legacy Inmate Communications, of Cypress, CA, for providing inmate telephone and video visitation services at the Long Beach City Jail, for a period of two years, with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Legacy 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 has the right to make at least three completed telephone calls at no cost. The cost for additional phone calls are the expense of the inmate. Income generated from inmate communications is dedicated to the Prisoner Welfare Fund (PWF) and must be reinvested into the jail facility or inmate services. In Fiscal Year 2013, income from inmate communications was $29,998.
The addition of video visitation will be a new option for Long Beach inmates. 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.
A Request for Proposals (RFP) was issued on April 3, 2014, and 3,702 potential bidders specializing in technical services and technology hardware and software services were notified of the RFP opportunity. Of those bidders, 17 downloaded the RFP via our electronic bid system. The RFP document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division's website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. An announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 30 local, minority and women-owned business groups. Two proposals were received on May 15, 2014. Of those proposers, none were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), none were certified Small Business Enterprises (SBEs), and none were Long Beach businesses (Local).
A panel of subject matter experts from the Technology Services Department (TSD), PD Investigations Bureau, and PD Jail Division evaluated the two proposals based on the ability of the vendor to conform to the terms of the RFP, reasonableness of cost to Police Department inmates, and the commission rate provided to the PFW. Legacy Inmate Communications, of Cypress, CA (not a MBE, WBE, SBE or Local), was determined to be the vendor that best met the City's needs for this service. Legacy will furnish and maintain the current inmate communications system at no cost to the City and will increase the PWF commission rate from the current 51 percent to 72 percent. Legacy provided references from 14 other southern California city and county detention facilities and can fulfill the technical aspects outlined in the RFP.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses are encouraged to submit proposals for City contracts. The Purchasing Division also assists businesses with registering on the Bids Online database to download bid specifications. Through outreach, 389 Long Beach vendors were notified to submit proposals, of which one downloaded and none submitted a proposal. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This item was reviewed by Deputy City Attorney Kendra Carney on September 22, 2014, and by Budget Operations Officer Grace Yoon on September 16, 2014.
TIMING CONSIDERATIONS
City Council action is requested on October 14, 2014 to ensure timely execution of a contract with the service provider.
FISCAL IMPACT
There will be no fiscal impact on the City's budget. Seventy-two percent of all revenue generated will be placed into the Prisoner Welfare Fund account. Twenty-eight percent of the remaining revenue will be retained by Legacy Inmate Communications to pay for the cost of equipment installation, maintenance, and related services. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JIM McDONNELL
CHIEF OF POLICE
JOHN GROSS, DIRECTOR
FINANCIAL MANAGEMENT DEPARTMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER