Inmate Telephone, Video Visitation, Kiosk, and Tablet System

REQUEST FOR PROPOSALS
RFP # 2026-01 SCJ
For
Inmate Telephone, Video Visitation, Kiosk, and Tablet System
Date: July 2, 2026
Proposals must be received no later than 2:00 p.m. CDT, August 26,
2026
To:
James Witecha
Corporation Counsel
Sauk County West Square Building
505 Broadway
Baraboo WI 53193

SPECIAL INSTRUCTIONS:
All proposals must be sealed and clearly marked "Proposal for Project #2026-01 SCJ"
Delivery Address for Hand Delivery, USPS, UPS, DHL, FedEx:
County Clerk
Sauk County West Square Building - Room #144
505 Broadway
Baraboo, WI 53913
Each proposal must be received by the due date and time set for this RFP. A submission received
after the established deadline will not be considered.
I. RFP QUESTIONS AND ANSWERS
Any questions in regards to this RFP must be submitted via e-mail to
james.witecha@saukcountywi.gov. Clearly mark the e-mail "RFP #2026-01 SCJ - Inmate
Telephone, visitation, Kiosk and Tablet Services". Phone calls or faxed questions will not be
accepted. The County is not responsible for the email messages that are not delivered or delayed.
It is the sole responsibility of the provider to ensure delivery of faxed and emailed messages.
II. ADDENDUMS
Any significant changes or clarifications to the RFP will be posted as an addendum on the Sauk
County website https://www.co.sauk.wi.us/rfps and https://vendornet.wi.gov/ no later than 4:30
p.m. on August 5th, 2026. If an addendum is posted, an addendum sheet will be attached and will
be required to be submitted with the response. Calls for assistance with the website may be made
to 608-355-3465.
III. RFP SUBMISSION REQUIREMENTS
The Request for Proposal shall be sealed and labeled with the following information:
* Name of Vendor
* Address
* Contact Person
* Telephone and Facsimile Number
* E-mail Address
One original response and 7 copies of the RFP are required to be submitted.

1.0 INTRODUCTION AND PURPOSE
1.1 Statement of intent
The intent of this Request for Proposal (RFP) is to seek proposals for an Inmate Telephone,
Video Visiting, Informational Kiosk system, and Tablets to be used in the Sauk County Jail. The
equipment must include intuitive web-based software, wall mounted telephones and kiosks,
and portable tablet devices. The equipment shall be installed, furnished, and maintained by
the vendor at no cost to the Sauk County Jail, which is located at 1300 Lange Court, Baraboo,
WI 53913. Interested vendors must demonstrate experience in the industry and provide a
concise proposal response in accordance with the specifications outlined in this RFP.
The capacity of the jail is 188 beds. The current average daily population is 135. This could
fluctuate depending on contracts for housing with other agencies.
1.2 Subcontracting
Prior to implementation of a subcontracted service, Sauk County shall approve any contracts,
leases and costs. No right or duty in whole or in part of the proposer under this contract shall
be assigned or delegated without the prior written consent of Sauk County.
1.3 Procuring and contracting Agency
The County Clerk's Office issues this RFP for Sauk County. Sauk County Corporation Counsel
is the sole point of contact during the RFP process. The person responsible for managing
procurement is:
James Witecha Phone: 608-355-3465
Sauk County Corporation Counsel Fax: 608-355-3469
505 Broadway Email: james.witecha@saukcountywi.gov
Baraboo, Wisconsin 53913
If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other
deficiency exists in the RFP, the vendor should immediately notify the above of such error and
request modification or clarification or the RFP document. If it becomes necessary to provide
additional clarifying data or information that revises any part of this RFP, supplements or
revisions will be provided to all recipients of this initial RFP via written amendment. Questions
may not be directed to any person other than the contact listed above.
1.4 Calendar of events
Listed below are specific dates and times of actions related to this RFP. The actions with
specific dates must be completed as indicated unless otherwise changed by Sauk County. If
Sauk County finds it necessary to change any of the specific dates and times in the calendar
of events listed below, it will do so by issuing a supplement to this RFP via a written
amendment.
Date Event
07/02/2026 Post RFP
7/21/2026 Site Visit
7/30/2026 Questions Due
8/5/2026 Response to Questions Due
08/26/2026 RFP Due

1.5 Site visit
Interested proposers are invited to attend a site visit to tour the project site. All proposers
will tour the facility at the same time, so each proposer hears all questions and answers. Due
to staffing and time constraints, no other site visits will be scheduled for this project. This site
visit will be held on July 21st, 2026 at 10AM local time in Sheriff's Office lobby of the Sauk
County Law Enforcement Center, 1300 Lange Court, Baraboo, WI. Knowledgeable
representatives will be available to answer questions about operation and maintenance
practices, problems, concerns and future plans.
If you plan to attend the site visit, please email attachment A (end of RFP) no later than
7/17/2026 by end of business day, 4:30 PM.
1.6 Bid opening
Proposals will be opened after the bid due date deadline. Details of each proposal, including
proposed fees, shall not be announced at the time of opening. Such information shall be made
public after all negotiations are completed and an award made.
1.7 Contract terms and funding
The Sheriff's Office will administer the contract, which may result from this RFP. The contract
shall be effective on the date a contract is signed by both parties. It is specifically understood
that any contract is subject to statutory authorization and available funding. The contract shall
be for Three (3) years beginning on 01/01/2027 with an option to renew for two (2) additional
1-year periods upon mutual agreement of both the County and the contractor.
1.8 Amendments to the contract
Amendments to the contract by adding or deleting specific services will be allowed to provide
for services required or no longer required by Sauk County. All amendments, modifications or
clarifications shall be in writing signed by the proposer and Sauk County. No payment for
services shall be made until an amendment, modification or clarification has been signed by
both parties.
1.9 Proprietary data
Submittals and any other information submitted by proposers in response to this RFP shall
become the property of Sauk County. Proposers must clearly identify any proprietary
information that the contractor does not want disclosed to the public. Each page must be
clearly marked "CONFIDENTIAL". Sauk County and their consultants for the purpose of
evaluation and contract negotiations will use data or information so identified. Disclosure of
any proprietary information by Sauk County shall be in accordance with the laws and
regulations regarding disclosure in force in the State of Wisconsin.
2.0 PREPARING AND SUBMITTING A PROPOSAL
2.1 General instructions
The evaluation and selection of the proposer(s) will be based on the information submitted
in the proposals plus references. RFP submittals must be complete and correct in format.
Clear and concise submittals are required rather than elaborate promotional materials. The
proposer is expected to respond to all items in as much detail as necessary for Sauk County
and its resources to make an objective evaluation of the RFP responses.

2.2 Incurring costs
Sauk County is not liable for any cost incurred by proposers in replying to this RFP. Sauk
County reserves the right to accept or reject any or all proposals and to waive technicalities
in any proposal or part thereof deemed to be in the best interest of Sauk County.
2.3 Proposal format
RFP submittals must be submitted in the format outlined in this document, referencing each
respective section being addressed. Each submittal will be reviewed to determine if it is
complete prior to actual evaluation. Sauk County reserves the right to eliminate from further
consideration any response deemed to be substantially or materially nonresponsive. The
intent is that all proposals follow the same format in order to evaluate each fairly.
The response to the RFP shall be submitted with specific tab sections as listed below. A further
clarification of the contents for each of the sections follows the tab listings.
o Table of contents
o Executive Summary
o Section I - Agency Information (Background and Qualifications)
o Section II - Scope of Services
o Section III - Financial Information
o Section IV - Revenue
o Appendix
2.4 Table of contents
Each proposal shall include a table of contents properly indicating the section and page
numbers of the information included.
2.5 Executive summary
Each proposal shall include a concise abstract of no more than one page stating the proposer's
overview of the project. Please summarize the scope of services that would be offered by
your firm for this project.
2.6 Submitting the proposal
Proposers must submit proposals to Sauk County, Nicole Schlough, Captain, Sauk County
Sheriff's Office 1300 Lange Court, Baraboo, WI 53913 no later than 2:00 PM local time on
08/26/2026.
One (1) original and four (4) copies of the proposal
One (1) USB or CD
One (1) original or revenue proposal (submitted in SEPARATE SEALED ENVELOPE)
Proposals must be received in the above office by the specified time stated above. All
proposals must be time stamped in by the Sheriff's Office by the stated time. Proposals not
stamped will not be accepted. Receipt of a proposal by another department in Sauk County
does not constitute receipt of a proposal by the Sheriff's Office, for purposes of this RFP.
All late bids will be returned to the proposer(s) unopened.

Sauk County will not accept electronic or faxed responses. All electronic and faxed responses
received will be rejected.
All proposals received in response to this request will become the property of Sauk County
and will not be returned to the proposers.
3.0 PROPOSAL SECTION AND AWARDS PROCESS
3.1 Preliminary evaluation
Each response will be reviewed prior to the selection process for completeness and
adherence to the format. The proposals will first be reviewed to determine if the mandatory
requirements in section 2.0 have been met. The executive summary of each response will be
read to give an overview. All submittals will pass this initial screening of responses to
determine if all requested sections are included in the proper order and they have addressed
all areas described in the RFP. Incomplete proposals and/or lack of adherence to format may
disqualify proposer from further consideration. In the event all Proposers do not meet the
mandatory requirements, Sauk County reserves the right to continue the evaluation of the
proposals and to select the proposal that most closely meets the requirements specified in
this RFP.
3.2 Proposal scoring
Responsiveness will be measured by proposer's response to the requirements in each
paragraph to this RFP. Merely "parroting" back the RFP requirements may deem the response
as non-responsive, except in those cases where an affirmative response is applicable.
Proposer's response must demonstrate an understanding of the requirements. This might be
done by providing what was asked for or citing how the Proposer has achieved the
requirements in its normal business practices.
3.3 Right to reject proposals and negotiate contract terms
Sauk County reserves the right to reject any and all proposals and to negotiate the terms of
the contract, including the award amount, with the selected proposer(s) prior to entering into
a contract. If contract negotiations cannot be concluded successfully with the highest scoring
proposer(s), Sauk County may negotiate a contract with the next highest scoring proposer(s).
If none of the proposals are deemed to be acceptable, Sauk County reserves the right to
negotiate with the proposer(s) whose proposal(s) is the closest to being acceptable or to seek
additional proposals after the proposal date. Sauk County reserves the right to waive any
irregularities and technicalities and may, at its discretion, request a re-proposal.
3.4 Evaluation criteria
The proposal will be evaluated according to the following criteria:
Section Name Percentage of Total
Experience 25%
Organizational/Staff Capabilities and Qualifications 10%
References/Interviews/Presentations (optional 10%
Revenue/Cost 25%
Scope of Services 30%

3.5 Awards and final offers
Sauk County intends to award a negotiated contract in whole to a firm under terms and
conditions considered most favorable among those submittals offered. All interested firms
may respond to the RFP.
This RFP does not obligate Sauk County to perform until a letter of intent or contract is signed
and approved by both parties. Once there is written approval, it is effective from the date of
written approval by Sauk County. Sauk County shall not be responsible for work done, even in
good faith, prior to approval of the letter of intent or contract. The selected proposer(s) will
be required to assume total responsibility of the project. The selected proposer(s) will be
considered the prime contractor and the sole point of contact with regard to all contractual
matters.
The vendor awarded the project will need to complete a Vendor Data Form and W9 with Sauk
County website before payment can be processed.
3.6 Notification of intent to award
All parties who respond to this RFP will be notified of Sauk County's intent to award the
contract as a result of this RFP.
4.0 SPECIFICATIONS
4.1 Agency Information
Agency Information should provide an overview of the organizational philosophy for
approaching this project. Include an organizational vision or mission statement if they have
been developed, adopted and embraced by the proposer.
4.1.1 Firm profile: Provide general information/brief history on the responding firm,
including: name, business address, telephone and fax number, and primary
contact person(s) for this project. Provide the year the proposers firm was
established, and former firm name(s) if applicable. State the number of years your
firm has been involved in the inmate telephone system and/or related business.
Identify the individual(s) in your firm responsible for these types of contracts.
4.1.2 Proposer's team information: Provide a project organizational chart that
identifies the employees of the proposer's firm that would work on the project.
Specify the team members by their name, job title, and training. A one-page
resume including education, experience, and any other pertinent information
shall be included for each member of key personnel to be assigned and provide
services for this project.
4.1.3 References: Provide a minimum of three references for projects of similar size,
scope, and complexity located in Wisconsin indicating the proposer's recent
experience. References should be for projects where the prime proposer is the
prime contractor. Each reference should include the following:
o Project Identification: Name of project owner, type of project (jail, prison,
or other correctional facilities, etc.), location (city, state). Sauk County is
especially interested in receiving references from projects that most

closely match our process. Please note the contracts that were for
government clients.
o Project Date: Start and end dates.
o Project Size: Number of phones and average inmate population.
o Project Schedule: Indicate if the project was completed on schedule. If
not, please explain.
o Comments: Comment on any special features, services, conditions, etc.
o References: Names and contact information of owner(s)' representatives
who can serve as references.
o Contracts Lost: Information on similar contracts lost in the last five (5)
years, including contract name, location, reason for loss, and a contact
person.
4.1.4 Other:
1. Full disclosure of all lawsuits and claims filed against proposer in the past five
(5) years.
2. Examples of specific knowledge and expertise related to this type of project.
3. Information on compensation/commission payable to Sauk County. The
proposal should contain the compensation/commission percentage on gross
revenue that Sauk County will receive and any bonuses to be paid to Sauk
County at initiation of contract.
4. A certificate shall be included by the proposer specifying that the submitted
proposal will remain valid for sixty (60) days.
5. A copy of all rates and surcharges that will be charged to the end user.
6. Sample copies of all management, transaction, and financial reports available
to Sauk County with a description of the format and cycle.
7. Sample contract with proposed rates. Inmate telephone and visitation rates
shall be in compliance with FCC per-minute pricing.
8. An installation schedule to ensure the service will be available immediately
when the current contract expires. Project shall be functional no later than
01/01/2027.
9. Description of the support services provided, as well as any additional
services the vendor will provide. Include information identifying service
personnel, service locations, problem identification/resolution, and customer
service as well as any third-party companies used (i.e. prepay companies).
10. Information describing the on-site equipment and software that will be used.
11. Narrative describing the proposer's specific abilities to perform services and
response to the specifications set forth herein.
12. Any supporting documentation the proposer feels should be included to
support the response.
4.2 Scope of Services
The minimum requirements of the inmate telephone, video visitation and information kiosk
system shall consist of the following within each housing unit:
Housing Unit Telephones Kiosks Tablets/Docking Stations
Booking 2 1 20-40
B120 2 1 14
B126 2 2 25
B140 3 3 30

B150 1 1 15
B160 3 2 47
B170 4 2 46
Lobby 5
Total 17 17
In addition to the fixed kiosk systems in each housing unit, Sauk County is requesting two (2)
mobile kiosk systems with wi-fi connectivity. These mobile kiosk systems may be powered
through AC power. The facility will maintain enough tablets on site to provide each inmate
with a tablet and have at least fifteen (15) percent additional in stock to address
damage/repair needs.
Sauk County is requesting proposals from firms to provide an inmate telephone system. This
shall be a turnkey system, which shall include, at no cost to the County, to provide and install
the equipment and to maintain the equipment and service for the telephone system.
* Conveniently satisfy out-bound telephone calling needs for jail inmates.
* Control inmate calling privileges from pre-defined control points through
designated Sheriff Department personnel.
* Minimize telephone harassment, fraud, and abuse by inmates.
* Provide accurate call accounting revenues to the County with appropriate audit
trail.
Implied Requirements
Products, Services, and specifications that are not specifically addressed in this Request for
Proposal, but which are necessary to provide functional capabilities proposed by the proposer,
must be included in the proposal.
1. Please provide qualifications, experience, references with other institutions of similar
size to Sauk County
2. Please provide a list of lost contracts with institutions of similar size to Sauk County.
3. Please provide documentation of payment schedules for compensation/
commissions, including history of payments made.
4. Please provide proposed compensation/commission schedule to be paid to Sauk
County.
5. Please provide a list of service/support features and added services that will be
provided to Sauk County.
6. Please provide information regarding the proposed product meeting Sauk County's
needs and requirements, as well as information regarding your ability to meet future
needs through enhancements and upgrades.
Evaluation Procedures
Each Proposal will be evaluated using the following criteria.
1. Is the proposed equipment, accessories, and services responsive to Sauk County's
needs?
2. Is the proposer's participation and responsibility clearly defined?
3. Is Sauk County's participation and responsibility clearly defined?
4. What are the proposer's service hours?
5. What is the proposer's response time?
6. Has all the requested information been provided?
7. Has the proposer addressed previous experience in providing this type of service or
equipment?

8. Does the proposed equipment have a solid track record for this type of use?
9. Has the proposal addressed the type of support and repair service available?
10. Have installation procedures been defined?
Inmate Phone System Specifications
All features and system requirements contained herein shall be applicable to all calls (local,
long distance, and international) placed through the inmate telephone system. Proposals must
address, at a minimum, the following requirements.
General requirements
1. The software used by the officers in the jail must be web-based and easy to navigate.
Please include screen shots of the following in your response to this question:
a. A screenshot of the interface when a user is listening to a recorded phone call.
b. A screenshot of the interface when a user is monitoring a video visit.
c. A screenshot of an inmate's profile.
2. Equipment installed in the facility must be durable and detention grade. To
demonstrate this please provide specification on any hardware/equipment that will
be installed in the jail for inmate use, including but not limited to phones, kiosks,
and tablets.
3. The proposed system must include a ticketing system allowing any officer to submit
support tickets or ask questions 24/7. Please provide an explanation of your ticketing
system and average response time.
4. The proposed system must integrate with the existing Commissary and/or Jail
Management System vendor for a seamless transfer of inmate data at no cost to the
county.
5. The proposed system must allow for:
a. Two (2) free 5-minute phone calls at intake
b. One (1) free 10-minute phone call per week
c. One (1) free 10-minute video visit per month
Inmate Management
1. The proposed system must record all inmate conversations with the exception of any
communication taking place with a verified attorney.
a. All call recordings must be stored for at least 180 days shall be stored online
and available through the online user interface.
b. The proposed system shall maintain all call recordings centrally on SAN
storage technology and not use tape drives for storage of call recordings.
c. The proposed system shall have transcription modules for phone and video
visitation recordings.
d. The proposed system must not require an on-site server to store recordings.
There shall not be any cost associated with retrieving call recordings. Describe
your system and how your system will meet this requirement.
e. Facility personnel must be able to search call recordings by dialed number,
date, time, inmate account, or site name.
f. Facility personnel must be able to either monitor, disconnect or barge into a
live call.
g. The proposed system must allow staff to deny or suspend an inmate's ability
to communicate with any individual contact.