Project Information

Bid Title

RFP-25-26-068-Inmate Telephone and Tablet Services (Re-Bid)

Issuing Agency

City of Danville

Location

Virginia

Published Date

Mar 30, 2026

Closing Date

May 12, 2026

Government Level

State & Local

Status

Closed

Ref. #

25-26-068

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Number:	25-26-068
Bid Title:	RFP-25-26-068-Inmate Telephone and Tablet Services (Re-Bid)
Category:	Purchasing Miscellaneous Bids
Status:	Open

Description: Mandatory Pre-Bid: Tuesday April 14,2026 at 10:00AM Last Day for Questions Thursday April 23,2026 by 5:00PM Bid -Opens Tuesday May 12,2026 at 4:00PM Publication Date/Time: 3/30/2026 12:00 AM Closing Date/Time: 5/12/2026 4:00 PM Related Documents: RFP-25-26-068 Inmate Telephone and Tablet Services_

Attachment Preview

REQUESTS FOR PROPOSALS

Proposal No RFP 25-26-068

Title:

“Inmate Telephone and Tablet Services “

Mandatory

Pre-Bid Meeting:

A Mandatory-Pre-Proposal Meeting will be held,

10:00AM Tuesday April 14,2026, Danville Adult Detention Center,

1000 South Boston Rd., Danville, VA 24540 or by MS Teams at

RFP-25-26-068-Pre-Bid

Meeting ID: 211 507 932 983 26

Passcode: Jb3cn7bb

Email questions to purchasing@danvilleva.gov and sheltat@danvilleva.gov

Last Day for Questions: By 5:00PM Thursday April 23,2026

Proposal Closing

Date:

Sealed proposals shall be accepted no later than

4:00PM Tuesday May 12,2026.

Mail or Hand-Deliver to:

Purchasing Department

427 Patton Street, Room 304

Danville, VA 24541

Direct Bidding

Procedures

Inquiries to:

Project Owner:

Electronic Proposals will be accepted on eVA (https://eva.virginia.gov )

Carol Henley, Director of Purchasing

(434) 799-6528

purchasing@danvilleva.gov

City Representative Name, Department and Contact Information

TABLE OF CONTENTS

RFP-25-26-068

“Inmate Telephone and Tablet Services”

1.0

INTENT

2.0

SCOPE OF WORK

3.0

SUPPLEMENTAL GENERAL CONDITIONS

4.0

SPECIFICATIONS

5.0

PROPOSAL DOCUMENTS

6.0

EVALUATION AND AWARD

7.0

ATTACHMENTS

1.0 INTENT:

The purpose of this Request for Proposal (RFP) is to ensure an operational, secure and

reliable inmate telephone, tablet, and video visitation system designed to improve the

management and control of inmate telephone, tablet, and video visitation usage. The

objectives are to ensure inmate telephone, tablet, and video visitation usage is

appropriately restricted and monitored, while being provided at a reasonable cost;

telephone, tablet, and video harassment of victims and witnesses is prevented; staff time

required to administer the system is kept to a minimum and information is maximized.

NOT ONE EMPLOYEE OF THE FACILITY IS TO TOUCH ANY HARDWARE OR BE INVOLVED

IN ANY SERVICE-RELATED ACTIVITY. THAT IS THE SOLE PURPOSE OF THE ONSITE

TECHNICIAN. The Danville Adult Detention Center (ADC) is soliciting proposals from all

interested and qualified firms to install, operate, maintain and service an Inmate

Telephone, 1:1 Tablets, and Video Visitation System. ADC is seeking a single contractor

with end-to-end responsibility for inmate telephone, tablet, and video visitation services.

The prime telephone vendor is not permitted to subcontract out tablet services to any

third party. ADC shall bear no responsibility for any costs associated with the system.

1.1 Submit invoice(s) to:

City of Danville

Accounts Payable

PO Box 3300

Danville, VA 24543

Attention : Adult Detention Center

1.2 Deadline

Sealed Proposals shall be submitted no later than 4:00PM Tuesday May 12,2026

to:

City of Danville

Purchasing Department

Attn.: Carol Henley

427 Patton Street, Room 304

Danville, VA 24541

Proposals will not be accepted both electronically and on paper. The bid with the latest time

stamp received prior to the due date and time will be evaluated for each Bidder.

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RFP-25-26-068

“Inmate Telephone and Tablet Services”

1.3 Mandatory Pre-bid Conference:

Mandatory-Pre-Proposal Meeting will be held, Tuesday April 14,2026 at 10:00AM

Adult Detention Center, 1000 South Boston Rd., Danville, VA 24540 or by

MS Teams at RFP-25-26-068-Pre-Bid

Meeting ID: 211 507 932 983 26

Passcode: Jb3cn7bb

1.4 Bid Inquiries: The last day for questions Email Carol Henley and Andrew

Shelton purchasing@danvilleva.gov and sheltat@danvilleva.gov

1.5 Bonds: None

1.6 Duration: Five (5) Year term with options to renew Four (4) additional One (1) year

term if agreed upon by both parties

1.7 Liquidated Damages: None

1.8 Owner’s Representative: Andrew Shelton, sheltat@danvilleva.gov

1.9 Code: All work performed shall conform to the Virginia Uniform Building Code

1.10 Retainage/Escrow: None

2.0 SCOPE OF WORK

2.1 The Contractor shall provide inmate telephones (i.e., wall mounted

and portable) and 1:1 assigned tablets based on the Specifications found

in Section 4. The Contractor shall also provide one (1) TTY non-portable

telephone for the facility. The equipment shall be local, intraLATA and

interLATA service capable, with line concentration allowed, provided the

Contractor can guarantee 100% dial tone availability. The Contractor

shall recommend the total number of inmate phones needed based on

the statistics below.

Housing Unit

Unit A

Unit B

Unit C

Sickbay

North Hallway

Additional

Facility Total

Existing Phones/Wall Boxes

6 Wall Boxes

6 Wall Boxes

6 Wall Boxes

1 Wall Box

2 Wall Boxes

1 Roll Away Unit; 1 Wall Box in Intake

21 Wall Boxes; 1 Roll aways; 1

Wall Box in Intake

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RFP-25-26-068

“Inmate Telephone and Tablet Services”

3.0 SUPPLEMENTAL GENERAL CONDITIONS

3.1 Compliance: The Contractor shall comply with the provisions of the following:

The City of Danville’s “Standard Requirements & Instructions for Bidding”,

Version 3.0, dated July 1, 2025. Copies may be obtained from the Purchasing

Office or by downloading from the City’s website “Finance Department,

Purchasing Division.

3.2 Award:

A. The award will be made to the lowest responsible and responsive bidder, with

consideration given to completion time.

B. If a scoring matrix will be used in the evaluation, it will be shared in this

solicitation.

C. The City reserves the right to reject any or all offers and to waive informalities

and minor irregularities in offers received.

D. The award will be made to the proposal conforming to the IFB and will be most

advantageous to the City.

3.3 Authority:

A. The Director of Purchasing as the designee of the City Manager has the sole

responsibility and authority for negotiating, placing, and when necessary modifying

each and every invitation to bid, purchase order or other award issued by the City

of Danville. In the discharge of these responsibilities, the Director of Purchasing

may be assisted by assigned buyers. No other City officer or employee is

authorized to order supplies or services, enter into purchase negotiations, or in any

way obligate the government of the City of Danville for any indebtedness. Any

purchases contrary to these provisions and authorities shall be void and the City

shall not be bound thereby.

B. This procurement process, including withdrawal of Proposals and appeal or protests,

is governed by the "PROCUREMENT CODE OF THE CITY OF DANVILLE,

VIRGINIA". Copies of the Procurement Code may be obtained by writing the City of

Danville Purchasing Department, 427 Patton St. Room 304, Danville, Virginia 24541

and by downloading from the City’s website, Finance Department, Purchasing

Division. The City of Danville does not discriminate against faith-based organizations.

3.4 Method of Proposal Submission:

A. Proposals will not be accepted both electronically and on paper. Each must choose

only one method of submission to avoid any confusion or duplication of entries.

The latest dated and time stamped bid will be the only bid accepted and

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RFP-25-26-068

“Inmate Telephone and Tablet Services”

evaluated. No bid may be considered if received after the time shown on the title

page. The allowable methods for submitting are electronic and paper submission.

B. Paper Submission: Proposals must be written in ink or typewritten. Envelopes

must be sealed and marked in the lower left-hand corner RFP 25-26-068“Inmate

Telephone and Tablet Services” and submitted to the office indicated on the

title page.

C. Electronic Submission: Bidders who choose to submit their Proposals

electronically must ensure that they are registered on eVA at.

https://eva.virginia.gov Proposals can be found under the Business

Opportunities Tab > Virginia Business Opportunities (VBO).

Search RFP 25-26-068. When addenda are issued, suppliers that have

submitted an electronic response will have to RESUBMIT their response to the

latest version of the solicitation.

D. Bidders are expected to examine all instructions, specifications, drawings, sites,

installations, etc. Failure to do so will be at the Bidder’s risk. Erasures or other

changes must be initialed by the person signing the bid.

E. SCC Number

Contractors organized as a stock or nonstock corporation, limited liability

company, business trust, or limited partnership or registered as a registered

limited liability partnership shall be authorized to transact business in the

Commonwealth as a domestic or foreign business entity if so required by Virginia

Title 13.1 or Title 50 or as otherwise required by law. A Contactor organized or

authorized to transact business in the Commonwealth pursuant to Virginia Title

13.1 or Title 50 shall include in its bid or proposal the identification number

issued to it by the State Corporation Commission. Any bidder or offeror that is not

required to be authorized to transact business in the Commonwealth as a foreign

business entity under Title 13.1 or Title 50 or as otherwise required by law shall

include in its bid or proposal a statement describing why the bidder or offeror is

not required to be so authorized.

3.5 Bidder Eligibility:

A. Bidders are required to submit evidence that they have practical knowledge of the

particular work bid upon and that they have the financial resources to complete the

proposed work. Failure on the part of any Bidder to carry out previous contracts

satisfactorily, or lack of experience or equipment necessary for the satisfactory and

timely completion of this Project, may be deemed sufficient cause for

disqualification of said Bidder.

B. The Bidder must readily and independently document that the Bidder possesses

the experience, equipment and financial resources necessary for a timely and

professional completion of this project.

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Commodity Codes

• NAICS 334210Telephone Apparatus Manufacturing
• NAICS 541519Other Computer Related Services

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