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TO: Mayor Richard C. Irvin
FROM: Lt. Bryan Handell, Aurora Police Department
DATE: 01/05/22
SUBJECT:
Resolution Approving the Contract with NCIC Inmate Communications for inmate phone service in the Aurora City Jail.
PURPOSE:
Recommendation of bid award for the Aurora city jail inmate phone system to the most responsible bidder, meeting the requirements and intent of the specifications and best responding to the city's needs.
BACKGROUND:
The contract with the previous provider for the jail's inmate phone service expired at the end of 2021. Currently, detainees are allowed to make their phone calls on city phones in the intake area. The new phone system would be located in cells to increase officer safety by eliminating unnecessary contact with detainees and reducing the amount of time spent by staff providing calls to detainees. These calls would be tracked, logged, and recorded in accordance with Illinois law. Detainees would still be provided with three free phone calls within three hours of being taken into custody as required by law.
DISCUSSION:
In October of 2021, The City of Aurora released a Request for Proposal (21-75) for the inmate telephone system at the Aurora Police Department Jail. Two companies responded with bid packages: NCIC Inmate Communications and Stellar Services. The previous inmate phone system vendor did not respond to the RFP. Jail supervisors reviewed the packages based on the system capabilities. The commission rate was not reviewed until after a selection was made on a preferred vendor based on system capabilities in order to not be influenced by potential rates.
NCIC Inmate Communications was selected as the vendor that would best serve the interests of the police department and detainees due to it meeting more of the bid requirements than Stellar Services. The system offered more features and tools for jail personnel, investigators, and detainees. The equipment is safe, durable, and appropriate for use in a jail setting.
There is no cost to the City of Aurora for the installation, maintenance, and servicing of the phone system. All services provided by NCIC Inmate Communications are paid for by persons utilizing the inmate phone system. Additionally, the City of Aurora will collect revenue from phone calls made after the three free calls based on a commission rate set by the vendor (see attached commission and calling rates).
IMPACT STATEMENT:
This is a continuation of inmate phone systems that had previously been handled by another vendor who's contract with the city expired. There is no cost to the city or general public. There is no impact to other city departments.
RECOMMENDATIONS:
I request that the Public Health, Safety, and Transportation Committee and the City Council approve the attached contract with NCIC Inmate Communications for continued inmate phone service to the Aurora City Jail.
cc: Public Health, Safety, and Transportation Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Approving the Contract with NCIC Inmate Communications for inmate phone service in the Aurora City Jail.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the contract with the previous provider for the jail's inmate phone service expired at the end of 2021, and the Aurora Police Department desires to continue providing prisoners with the opportunity to make phone calls from within their cells; and
WHEREAS, the Aurora Police Department evaluated both proposals received and determined NCIC Inmate Communications to be the most responsible bidder, meeting the requirements and intent of the specifications and best responding to the needs of the City of Aurora for the jail inmate phone system; and
WHEREAS, jail phone system companies provide equipment, software, hardware, and installation at no cost to the agency, therefore, no funding is needed for this project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: approves the contract with NCIC Inmate Communications for continued inmate phone service to the Aurora City Jail.