Approve revenue contract with Inmate Calling Solutions for the provision of Inmate Communication Services to individuals incarcerated at the Yolo County Detention Center and equipment for a five-year term with the option to renew for an additional two one-year terms. (No general fund impact) (Lopez/Davis)

Approve the revenue contract with Inmate Calling Solutions for the installation and operation of all inmate communication services (telephone, video visitation, tablets) and equipment for a five-year term with the option to renew for an additional two one-year terms.

In May 2022, the Sheriff's Office initiated an RFP process to select a vendor for the provision of inmate communication services.  The Office received four responses to the RFP, and Inmate Calling Solutions (ICS) was selected as the preferred vendor. ICS's proposal includes the installation, operation, and maintenance of three key inmate communication systems: Inmate Telephones, Video Visitation, and Tablets. 

Inmate Telephones
The Inmate Telephone System (ITS) consists of equipment and software which provides the ability for inmates to complete, without limitations, local, long distance and/or international collect, direct bill, pre-paid collect and card, debit, free and telephone visitation calls, and receive inbound voicemail messages.  ICS's proposal includes the installation of 55 fixed in place inmate telephones, 3 roll cart mounted and two cordless telephones for communication services in instances where the use of a fixed phone would not be appropriate, 4 TDD/TTY devices for ADA compliance, and 1 telephone in the booking area of the detention facility that will allow for free local and intrastate calls, and one telephone in each of the facility release areas that will allow for free local and intrastate calls. The configuration will include a separate dedicated network with bandwidth sufficient to ensure that inmates will be allowed to place calls 99.9% of the time, with reception quality that meets telecommunication industry standards and is equal to the quality available to the public. The ITS will also include the provision and installation of 3 ITS workstations that will allow detention facility staff to implement security features as needed, and access all communication services for management, monitoring, and reporting tasks.  Initial installations for the ITS will be completed within 30 days of the execution of this Agreement.    

Inmate Telephone System Rates of Service
With each call the ITS will provide an automated message to the called party that advises them that 1) the call is coming from a correctional facility, 2) the call is coming from a specific inmate, 3) the call may be monitored and recorded (unless restricted for attorney-client privilege), and 4) the type of call being placed: direct-billed, pre-paid, or free with a rate quote during the call acceptance process. The rate for local, intra- and interstate, and domestic international calls is $0.07 per minute, whether using a collect, direct bill, or pre-paid format, which conforms to the Federal Communications Commission rate cap. Fees charged are limited to pass through government-mandated taxes and third party financial transaction fees only, with no markup.  Inbound automated voicemail messaging is charged at $1.00 per 30 second voicemail.

Paperless Communication Portal
A paperless inmate communications portal will be provided as part of the ITS. This will allow inmates to file grievances, request medical appointments, and submit crime tip reports on any inmate telephone. Detention facility staff will be able to review and respond to these messages, and inmates will be able to retrieve the responses using a secure voice mailbox.  There will be no charge to the inmate for internal facility messages received or sent via the portal. 

Video Visitation
The inmate video visitation system (VVS) allows for the completion of three types of visiting at the detention facility: onsite video and traditional telephone visitation, and remote video visitation. ICS will install 25 video visitation kiosks and 21 sets of visitation telephones in the visitation centers for public use, including private rooms with kiosks for inmate/attorney appointments. 40 inmate video visitation kiosks will be installed inside the detention facilities for inmate use. Using video visitation in the public visitation center has the security advantage of keeping civilians separate and outside the detention facility when they arrive for their appointments, but still allows for on-site visitations. Video visitation will also have the advantage of being a fully automated web-based system, permitting families to schedule their visitation appointments online, via an application on enabled devices, or on site via the use of registration and scheduling kiosks. Inmate visitation kiosks will also be configured for remote video visitation for families unable to utilize the public visitation centers. The VVS includes the provision and installation of 4 VVS workstations where authorized Sheriff's Office staff can review visits in real time, and customize the types and duration of visits where needed. 

Video Visitation System Rates of Service
Inmates will be permitted two free 30-minute onsite video visits per week, 2:00 AM Monday through 11:59 PM Sunday. Excess visits beyond the 2 free visits per visitor and inmate per week will be charged at the rate of $0.10 per minute. Remote video visits will be charged at the rate of $0.10 per minute.

Tablets
ICS will provide and maintain correctional grade mobile tablet devices to the detention facilities on a 1:1 tablet to inmate ratio. The tablets will allow inmates access to facility information, education, and entertainment content including photos and electronic messaging. Inmates will also be able to file electronic grievances and commissary orders via the tablets. Tablets will be restricted to allow access to pre-approved applications and networks only. 

Tablet Rates of Service  
Facility information, education, and entertainment under the "Free" Profile will be provided to inmates at no cost. Inbound electronic messaging and photo applications will be provided at the rate of $0.05 per minute use plus a $0.25 per message/photo cost. Video messages will be provided at the rate of $0.05 per minute use plus a $0.35 per 30-second message cost.  Audiobooks, podcasts, games, and other approved entertainment options listed under the "Standard" Profile will be provided at a rate of $0.05 per minute.  Tablet based video calling will be charged at the rate of $0.25 per minute.

Revenue Share

Yolo County will receive a share of the revenue as detailed in the table below. In addition, ICS agrees to pay Yolo County a one-time, up front supplemental payment of $10,000 upon execution of this Agreement. 

 
ICS will pay the County a minimum annual guarantee of $23,000 in revenue share for the ITS. ICS will pay the County a minimum annual guarantee of $85,000 in revenue share for all services, including ICS, provided under this Agreement. Revenue received from this contract will be deposited into the Inmate Welfare Fund and is used to pay for educational classes, exercise equipment, craft materials, televisions, hygiene kits, and welfare clothing items.  Board approval of the contract is now requested. 

Yolo County Counsel has reviewed the contract and has approved as to form.  County Purchasing assisted with the RFP for inmate communications services and selection of a new vendor.