Opportunity Detail

Questions and Answers

Secure Communication, Education, and Entertainment Technology
Document #:  0A1229


Question:   Due to the updated cost summary being added after the inquiry period ended, would the State extend the Opening Date?

Answer:   Yes, the Opening Date has been extended to 12/23/2020
See Amendment 3. it is listed on the procurement website as Amendment 4.

Date: 12/14/2020

Inquiry: 82545


Question:   Supplement 1, IV.2.5.e: What is the intended goal of the remote video classrooms? Does the State intend to offer open classroom style setup or will it be a single-source video feed where the viewers just see the teacher?

Answer:   ODRC seeks a solution for video in-reach, similar to Google Meet, to provide education or other instructor-led programming..

Date: 12/14/2020

Inquiry: 82443


Question:   Supplement 1, IV.2.5.b: Can we get a clarification on what “unique educational need” entails?

Answer:   The ODRC is described in Supplement 1, II. Background. Further information is available from the 2020 ODRC Annual Report, pages 73-77, here: https://www.drc.ohio.gov/Portals/0/ODRC%20FY2020%20Annual%20Report%202%202%281%29.pdf ODRC is implementing a Chromebook solution for remote learning. The selection was made subsequent to development of the RFP. Any services that are offered may be used to supplement this technology..

Date: 12/14/2020

Inquiry: 82442


Question:   Supplement 1, IV.2.5.g and IV.12.k: What is the State’s current educational curriculum?

Answer:   ODRC contracts with Essential Education for online content for high school equivalency, Reading Horizons for literacy, and K12 FuelEducation for high school options. ODRC is implementing a Chromebook solution for remote learning. The selection was made subsequent to development of the RFP. Any services that are offered may be used to supplement this technology.

Date: 12/14/2020

Inquiry: 82441


Question:   Supplement 1, IV.3.p: For the last 12 months, would you please provide the number of inbound emails, outbound emails, individual song purchases and album purchases? For the inbound and outbound email transactions, could you please segment by the number of free emails vs. paid emails. Would you also provide the count for the total number of songs purchased by inmates that would need to be transitioned from the existing music program to a new program?

Answer:   Previous data has been provided. It is expected that all inmate data will be transferred.

Date: 12/11/2020

Inquiry: 82459


Question:   For the last 12 months, would you please provide the number of inbound emails, outbound emails, individual song purchases and album purchases? For the inbound and outbound email transactions, could you please segment by the number of free emails vs. paid emails.

Answer:   This data has been provided. Prior to COVID, there were no free calls.

Date: 12/11/2020

Inquiry: 82408


Question:   Based on concerns related to message passing when offenders have the ability to save text in drafts to a tablet, would the State consider eliminating the following from Supplement 1 Part 12 to reduce this security risk: • 12e Education programs require a customized office suite (MS Word, Excel, PowerPoint), meeting the correctional security needs, for students to create assignment files. • 12 Describe offeror’s adaptable system for allowing instructors to upload coursework and correspond with students through a messaging option ability to add and view digital content the system is required to have a special office suite, to meet the correctional security needs, customized (MS Word, Excel, PowerPoint) for students.

Answer:   As provided in response to previous education inquiries, ODRC is implementing a Chromebook solution for remote learning. The selection was made subsequent to development of the RFP. Any services that are offered may be used to supplement this technology. Offerors should propose a technological solution that meets the requested service in a security-conscious manner. DYDS currently use a LaunchBook through ATLO, LLC for all educational needs.

Date: 12/11/2020

Inquiry: 82516


Question:   Prior to the March 13 announcement, were GTL and/or JPAY providing free calling minutes, video visitation, or other services at no cost? If so, please describe the standard (pre-Covid) policy for any and all free services under the current contracts.

Answer:   No.

Date: 12/11/2020

Inquiry: 82512


Question:   On March 13, 2020, the OH DRC announced on Twitter that “all inmates will receive: 2 free 5 min calls/week through GTL Free access to eBooks through GTL and JPAY is providing 1 free 15 min video visit/week. ALL video visits are limited to 15 mins at a price of $3.50 per visit. This is temporary while visiting is suspended.” Is this policy still in place?

Answer:   Yes. And DYS only provides the 5 minute call through GTL

Date: 12/11/2020

Inquiry: 82511


Question:   Do the spreadsheets 1.0 ANNUAL CALLS OH DRC OH DYS contain both free calling minutes in addition to paid calling minutes? If so, please break down the numbers of calling by free versus paid.

Answer:   There were no bulk free calls prior to COVID.

Date: 12/11/2020

Inquiry: 82510


Question:   We are seeking clarification/confirmation relating to Supplement 1, item 11. Operation and Maintenance, item s.: s. State Agencies require Contractor staff support for Field Technicians, Tablet Administrators and a Service Manager assigned to DRC/DYS institutions as well as Primary Remote Tech Support: including: i. Minimum of twenty (20) Ohio-based technicians and a manager. ii. Chief Inspector’s on-site intelligence analysts, twenty-two (22) (2 managers & two teams of 10 analysts. Is the State seeking for the Contractor to provide a total of (42) staff members (20 technicians inclusive of 1 manager and 22 analysts inclusive of 2 managers)? Please confirm that the minimum of (20) Ohio-based technicians and a manager staff are to work remotely/offsite. Also, please confirm if the (20) technicians need to be dedicated/full-time roles. Please advise if the (22) analysts and two managers staff are to work onsite or offsite/remotely. If analyst staff is to work onsite, what is the physical location of the work site(s)? Also, please confirm if the (22) analysts need to be dedicated/full-time roles.

Answer:   The 20 field technicians and one manager are expected to operate full-time within Ohio, dedicated to supporting all aspects of the contract (tablets, kiosks, network, etc.). They do not need to be based at a ODRC or ODYS facility. As is current practice, ODRC and ODYS will work with the selected supplier to identify areas within facilities to support these operations, though offices are not available in every circumstance.
Currently, nine intelligence analysts/supervisor are located at 4545 Fisher Road, Columbus, Ohio 43228, ODRC’s and ODYS’s headquarters. A similarly size core group is expected to remain at the central office location. The remaining staff can work remotely in Ohio or a contiguous state, as they may be required to report to a prison temporarily for an investigation. All intelligence staff must be dedicated resources.

Date: 12/11/2020

Inquiry: 82505


Question:   In the cost workbook, the estimated annual transactions are 1.5M for Single Songs Purchased and 360k for Albums Purchased. When we look at the file “2.0 Pricing OH Services and Volume FY20”, it shows only 1,006,627 Single Songs Purchased and 258,462 Albums Purchased for FY20. Would the State please advise on the formula used to get from 1M songs and 258k albums in FY20 to 1.5M songs and 360k albums for the new annual estimate?

Answer:   This has been updated in the Cost Workbook. An Amendment will be issued shortly with the updated Cost Workbook.

Date: 12/11/2020

Inquiry: 82527


Question:   In the cost workbook, the estimated annual transactions are 1.25M for Video Visitation first 15-min and 250k for Video Visitation each additional 15-minutes. When we look at the file “2.0 Pricing OH Services and Volume FY20”, it shows only 63,889 Video Connect transactions for FY20. Would the State please advise on the formula used to get from 63,889 transactions in FY20 to 1.5M transactions for the new annual estimate? That are the months that make up FY20?

Answer:   This has been updated in the Cost Workbook. An Amendment will be issued shortly with the updated Cost Workbook.

Date: 12/11/2020

Inquiry: 82526


Question:   Cost Workbook: In the cost workbook, can a vendor propose a similar, premium service under Additional Services at a different price than the standard services listed in the cost summary as long as the vendor still offers the base service at the price listed? For example, if a bidder has two tiers of movie service, may they offer the alternate movie option and pricing in the Additional Services section?

Answer:   Yes, the offeror should provide a description of its available.

Date: 12/11/2020

Inquiry: 82452


Question:   Does the FY 2020 referenced in file “2.0 Pricing OH Services and Volume FY20” run from July 1, 2019 thru June 30, 2020? If not, what period does the file cover?

Answer:   Yes.

Date: 12/11/2020

Inquiry: 82528


Question:   Would the State please provide the date by which we will have the answers to the following questions that have been submitted, but not yet answered?

Answer:   The State is trying to get these posted as soon as possible.

Date: 12/11/2020

Inquiry: 82529


Question:   Supplement 1, IV.3.p: Because it is our understanding that the rights for the music purchased and download by the ODRC inmates belongs to those inmates, would ODRC please have its current provider of music downloads for inmates (Jpay) confirm that if it does not win this RFP: (1) that they will make the ODRC inmates music available for the winning bidder to download in order to provide to the inmates and (2) assist with the transfer of that music.

Answer:   The State has secured a letter from Jpay. It has been added to the files available for download on the State of Ohio procurement website.

Date: 12/11/2020

Inquiry: 82458


Question:   Because it is our understanding that the rights for the music purchased and download by the ODRC inmates belongs to those inmates, would ODRC please have its current provider of music downloads for inmates (Jpay) confirm that if it does not win this RFP: (1) that they will make the ODRC inmates music available for the winning bidder to download in order to provide to the inmates and (2) assist with the transfer of that music.

Answer:   The State has secured a letter from Jpay. It has been added to the files available for download on the State of Ohio procurement website.

Date: 12/11/2020

Inquiry: 82409


Question:   Does the State require two separate references for both the scored form (Att. 7) and the mandatory requirements form (also Att. 7)? Or may 2 references be used to complete each section of Att. 7?

Answer:   You may use the same references for the mandatory and scored requirements. Offerors are encouraged to provide more than two references for the scored requirement.

Date: 12/10/2020

Inquiry: 82522


Question:   In the cost workbook, for the estimate of 6.2M black and white prints per year, is that the current number of annual B&W pages printed or an estimate based off a metric? If an estimate, could you please provide the metric used to calculate the estimated number of annual pages?

Answer:   This was based on current volumes.

Date: 12/9/2020

Inquiry: 82515


Question:   In the cost workbook, would the State please confirm that bidders must put a single fixed price for the cost per transaction? For example, for the cost of single song purchases, the bidder must offer a single price for all songs and cannot simply put a price range?

Answer:   The per transaction costs are not-to-exceed costs. Some transactions may be less.

Date: 12/9/2020

Inquiry: 82514


Question:   Attachment 1.0 Annual Calls shows in 2019 the average minutes per DRC inmate per month was 931 and this increased to 1,161 in 2020. Average minutes per DYS youth also increased from 667 in 2019 to 893 in 2020. These minutes are more than double the industry standard. Does the State have any additional information that may explain this trend?

Answer:   These numbers are supported by the provided data.

Date: 12/9/2020

Inquiry: 82509


Question:   In the updated cost form, the number of estimated domestic minutes equates to 1,354 minutes per DRC inmate per month & 1,000 minutes per DYS youth per month. This level of calling seems unreasonably high and may lead the overall scoring of the cost elements to be skewed when all products are viewed together. Will the State revise the cost form to have more realistic minutes?

Answer:   The estimates are supported by the provid3ed data.

Date: 12/9/2020

Inquiry: 82508


Question:   Attachment 1, Evaluation Criteria: In Attachment One: Evaluation Criteria, the RFP indicates that the State will apply the Veterans Friendly Business Enterprise preference. Would the State please indicate how many points the preference is worth or how it will affect the scoring of the RFP?

Answer:   The Veteran-Friendly Business Enterprise (VBE) preference is based on the offeror’s business being a certified VBE. If the offeror is a Veteran-Friendly Business Enterprise (VBE), it will not have points deducted from its score. Any offeror that is competing against a VBE will receive a 5% deduction from its score.

Date: 12/9/2020

Inquiry: 82444


Question:   IV.2.6ii: Regarding item IV.2.6.ii, the state is requiring the vendor to supply a Voice-to-Text ADA feature for impaired incarcerated adults. Currently Voice-to-Text for ADA is only available through 3rd party vendors which must be processed by sending the speech to 3rd party servers, processing, and sending back to the tablet device as text. This process requires an open internet connection and poses a significant security risk in a correctional facility setting. Since there is a potential security risk by offering this feature, would the State consider removing this requirement?

Answer:   ODRC seeks to provide services that are responsive to the needs of our population, including those who are hearing or visually impaired. As a result, we seek the Voice-to-Text feature. As part of an offerors proposal, they should note how they would meet the requirement including Supplements 2 and 3. If the offeror cannot meet this requirement, the reasons should be clearly stated.

Date: 12/9/2020

Inquiry: 82470


Question:   Cost Workbook: In the cost workbook, if there is a line item that the vendor does not plan to offer, what should they enter for the Cost per Transaction? For example, should it be left blank? If left blank, does that mean there would be no cost for that solution included in the total cost for evaluation? - As it relates to music for sale and download, would the State consider converting the album transactions to single song purchases and then add those purchases to the annual single song transactions? The reason for this is that not every vendor offers albums, so if they did not offer that solution, they would benefit from having no corresponding cost for albums, but they would get the benefit of those albums sales being converted to song purchases. Essentially, the inmates would still buy the music, but they would do it as individual songs instead of albums so the bidder would get the benefit of the album transactions without having these costs reflected in their total cost for evaluation. In a recent DOC RFP, a similar question was asked and the State converted each album to the equivalent of ten (10) songs. For this RFP, that would mean the 360,000 albums would be converted to 3,600,000 songs and the new “Single Songs Purchased” Est. Annual Transactions would be 5,100,000 (1,500,000 + 3,600,000).

Answer:   Offerors should provide pricing for all requested items.
In the case of albums, if the Albums Purchased line item has no cost, the state will change the Single Songs Purchased from 1,5000,000 to 5,100,000 to account for the albums.

Date: 12/8/2020

Inquiry: 82453


Question:   Supplement 1, IV-7.j: Is it the States preference that the 22 intelligence staff and supervisors be on-site in ODRC facilities, or a local office, versus being out of state?

Answer:   ODRC prefers that the analysts and supervisors be in Ohio at our central office in Columbus or in a facility, depending on space availability.

Date: 12/8/2020

Inquiry: 82460


Question:   Cost Workbook: Would the State confirm the duration for the “Movies” transactions in the cost workbook? Standard duration for a movie subscription is 24 hours.

Answer:   The current and preferred duration is 48 hours from starting the movie.

Date: 12/8/2020

Inquiry: 82457


Question:   Supplement 1, IV.14: For the self-serve printing option, will the printers be located in the mailroom and will ODRC staff distribute the printed documents to the inmates? If ODRC staff will not distribute the printed documents, will this be handled by inmate trustees and have any policies been put in place to ensure confidentiality of the mail?

Answer:   ODRC currently has printers at various locations in the institution, including mailrooms, libraries, etc. ODRC is responsible for the confidentiality of printed materials in accordance with the existing policy 75-MAL-01, Inmate Mail, which is publicly available here: https://www.drc.ohio.gov/Portals/0/Policies/DRC%20Policies/75-MAL-01%20(9-3-19).pdf?ver=2019-09-06-093548-873.

Date: 12/8/2020

Inquiry: 82456


Question:   Supplement 1, IV.1.m: Will a no cost option such as money orders be sufficient for the “under $2.00 deposit” option requirement?

Answer:   Yes, as long as it meets the full requirements of that section (“…for amounts up to and including $200.”).

Date: 12/8/2020

Inquiry: 82455


Question:   Cost Workbook: As we understand the cost workbook, all costs related to subscriptions, music and games should be included in the cost of the subscription, music and games and additional fees to access these services may not be added to the Additional Services section of the Cost Workbook. Would the State confirm that vendors may not add a monthly fee for inmates to maintain access to their purchased content? In the cost workbook, there is no line item to capture this cost and, if a bidder were to put this monthly fee under “additional services”, it would create an unfair evaluation as compared to bidders who do not charge a monthly fee for inmates to access their purchased content.

Answer:   State Agencies intend for the cost summary to be complete for the services listed. There should be no additional fees beyond those given in the pricing summary.

Date: 12/8/2020

Inquiry: 82451


Question:   Supplement 1, page 11, IV.3.p: When an inmate is released, how does the current music vendor make the inmate’s purchased songs and albums available to the inmate? If the inmate leaves with their music device, what happens if they have purchased more music than will fit on the device? Does the current provider offer a cloud solution to download the additional music or is the inmate provided a CD or DVD of the additional music? Must the released inmate pay for either of these solutions? -

Answer:   An incarcerated adult may request that the tablet’s mortality lock be removed prior to release. They would send the tablet to JPay, who would remove the mortality lock, and mail to the desired address. If they’ve already been released, they call JPay and follow the same process. The offeror should propose their solution.

Date: 12/8/2020

Inquiry: 82437


Question:   Can we submit exhibits in a section after Tab 23?

Answer:   Yes.

Date: 12/8/2020

Inquiry: 82474


Question:   Can you please clarify what kind of "post release programs" you would like restored citizens to have access to in this requirement: "Post-release programs must be available on any internet-enabled device accessible to the restored citizen, including a smart phone or a public library’s PC"?

Answer:   It is the preference of the State Agencies that any pre-release programming that is offered on tablets and/or kiosks also be available post-release to assist with re-entry. Please describe your ability to offer such services.

Date: 12/8/2020

Inquiry: 82432


Question:   Content in the form of Games, Movies, e-books and Music (individual or album), has pricing that is set forth by the studios, artists, publishers and game creators. This pricing is generally dependent on the quality and age of the content. Vendors responding to this solicitation could propose only old or undesirable content at a very low price to maximize scoring points. As an example, new release movies on iTunes are generally $19.99 to purchase or $5.99 to rent, but after a year, those same movies can be purchased for $9.99 and rented for $1.99. After two years, they are often available for free on a streaming service like Netflix or Amazon prime. Based on the way scoring is allocated for this section of the bid, vendors are encourage to provide the offenders sub-par and older content at lower prices to generate the most points in the Cost section, which may not be in those offenders’ best interest, or what they want to buy. Questions related to Update Cost Form (Attachment 9): Cost Proposal spreadsheet requires costs to be priced on a Per Transaction basis. Costs for e-Books, Movies and Games have ranges of costs, depending upon the quality of the library of content being offered. Will the Department change the spreadsheet to allow for ranges of costs based on categories of age and type of content being delivered? If so, how will the range of costs be scored using anticipated annual volumes that vary by content purchased?

Answer:   Offerors must describe the services they are providing in their Proposal. The State will clarify with the offeror any observed differences in these services.

Date: 12/8/2020

Inquiry: 82431


Question:   In comparing a subscription model over a purchase model will the State require the same library availability, including new releases, and specific artists and titles, which are available and comparable in the commercial marketplace? Is it the expectation of the department that the subscription music and movie services would have comparable selections to Apple Music, Spotify, and Netflix? Alternatively, if vendor subscription models have smaller libraries how will the State evaluate them compared to individual purchase pricing?

Answer:   Offerors must describe the services they are providing in their Proposal. The State will clarify with the offeror any observed differences in these services.

Date: 12/8/2020

Inquiry: 82430


Question:   Supplier Registration, Page 22: “Supplier Registration. The State of Ohio has changed the way suppliers register to do business with the State of Ohio. To provide suppliers with an enhanced registration experience, a new Website dedicated to new and existing suppliers is now available. To register to do business in Ohio and to access supplier forms, click here http://www.supplier.obm.ohio.gov/. Offerors must provide evidence that they are registered with the Ohio Shared Services to do business in the State of Ohio.” - What type of evidence would you like vendors to show regarding the registration?

Answer:   A copy of the State of Ohio business certificate available from https://businesssearch.ohiosos.gov/

Date: 12/4/2020

Inquiry: 82438


Question:   In Supplement 1, Page 4, IV1.b: Would the State please clarify who is the “end user” (example: incarcerated person or ODRC officer) and how does signature capability apply to the end user log-in process?

Answer:   This was previously answered. The end user would be DRC staff or designated representatives. the signing capability would be for workflow approvals.

Date: 12/4/2020

Inquiry: 82436


Question:   Offeror Profile, page 22: The State asked for the company background section of this Offeror profile requirement to be in a letter form. Would a narrative within this tab, accompanied by the Offeror Forms be acceptable?

Answer:   yes.

Date: 12/4/2020

Inquiry: 82439


Question:   Assumptions, page 24: What exactly is the State looking for as far as the “Assumptions” section is concerned?

Answer:   This would include any assumptions the offeror made in the preparation of the Proposal.

Date: 12/4/2020

Inquiry: 82440


Question:   Experience and Qualifications: For the experience and qualifications requirements, may a bidder use ODRC as a reference?

Answer:   Yes.

Date: 12/4/2020

Inquiry: 82445


Question:   Supplement 1, IV-14, Self-Service Printing: Section IV-14 Self Service Printing has its stand-alone section yet the identical requirements in this section can also be found in Supplement 1, Section IV-2, Item 7 (page 9). Does the State intend to score and allocate points to those questions in both places or will the State delete the duplicate questions in one of the two sections? If the State intends to score both how many points will the State allocate for the same requirements within Section IV-2 or will the state remove the duplicate requirement?

Answer:   Section IV-2 item 7 will have a small weight compared to Section IV-14.

Date: 12/4/2020

Inquiry: 82448


Question:   Supplement 1, IV-12, Education: Section IV-12 Education has its stand-alone section yet the identical requirements in this section can also be found in Supplement 1, Section IV-2, Item 5 (page 7). Does the State intend to score and allocate points to those questions in both places or will the State delete the duplicate questions in one of the two sections? If the State intends to score both how many points will the State allocate for the same requirements within Section IV-2 or will the state remove the duplicate requirement?

Answer:   Section IV-2 item 5 will have a small weight compared to Section IV-12.

Date: 12/4/2020

Inquiry: 82447


Question:   Attachment Four, General Terms and Conditions, Part 1, Performance and Payment Term: Given that this contract is at no cost to the State, does the following section still apply, “Term. Unless this Contract is terminated or expires without renewal, it will remain in effect until the Project is completed to the satisfaction of the State, including all optional renewal periods for maintenance or continuing commitments, and the Contractor is paid. However, the current General Assembly cannot commit a future General Assembly to an expenditure. Therefore, this Contract will automatically expire at the end of each biennium, the first of which is June 30, 2021. The State may renew this Contract in the next biennium by issuing written notice to the Contractor of the decision to do so.”

Answer:   The section does apply. Any modifications to Ts&Cs would happen during negotiations.

Date: 12/4/2020

Inquiry: 82446


Question:   Cover Letter: Will the State please provide the definition of “brief” for this requirement, “The cover letter must include a brief executive summary of the solution the offeror plans to provide”. Is there a maximum page count the State is seeking?

Answer:   There is no page limit. This is intended to only be an executive summary.

Date: 12/4/2020

Inquiry: 82449


Question:   Cost Workbook: For the evaluation of the cost proposal points, will the State use only the “Total Cost for Evaluation” from Cell 82 of the Cost Summary Workbook for the evaluation of the 150 cost proposal points?

Answer:   Yes.

Date: 12/4/2020

Inquiry: 82450


Question:   Cost Workbook: Can the State please provide the definition of an Audiogram?

Answer:   This would be an audio file with no video.

Date: 12/4/2020

Inquiry: 82454


Question:   How does inmate take their purchased music albums or songs upon release? Are they given a device to listen to these purchased songs when released?

Answer:   Currently, adults who own a JPay tablet take it home with them upon release. The “mortality lock” feature is inactivated prior to release so they can continue to listen to purchased music albums or songs. The offeror should provide for this in their Proposal.

Date: 12/3/2020

Inquiry: 82410


Question:   How are debit accounts currently funded – e.g., through an inmate’s trust account, lobby kiosk, phone / website payments, etc.? Please list all available methods.

Answer:   This is answered in “View costs and revenue details” in the document “3.0 OH DRC OH DYS SERVICES AND FEES.” Depending upon the service provider and service, phone, mail/lockbox, walk-in-retail, and website payments are all currently used. ODRC does not permit placement of a kiosk in the lobby for security reasons.

Date: 12/3/2020

Inquiry: 82412


Question:   Other than the phones, kiosks, tablets, and VRS units listed in the file 0A1229_facility device counts.xlsx, is any other equipment required – e.g., workstations, TDD/TTY devices, cart phones, portable cordless phones, hands-free cordless phones, pedestals, enclosures, etc.? If so, please list the number of each that is required at each facility, as well as the number currently installed (if different).

Answer:   Supplement 1, section IV. 13. D. requires provision of sufficient portable cellphone detection scanners. Various sections address the need for all supporting infrastructure.

Date: 12/3/2020

Inquiry: 82413


Question:   Supplement 1 - #IV.7.e requires an onsite digital forensic lab that will be “located at State Agencies’ offices or another location elected by State Agencies.” In either case, will the space for the digital forensic lab be provided by the State?

Answer:   Space for the onsite digital forensic lab is currently provided at both agencies’ headquarters at 4545 Fisher Road, Columbus, Ohio 43228.

Date: 12/3/2020

Inquiry: 82418


Question:   Supplement 1 - #IV.13.c requires 31 annual “mobile cellular phone detection missions.” Please fully define the scope of these missions and fully detail the State’s expectations for how the missions will be conducted in order to “locate unauthorized and authorized cellphones by facility and units within facility for interdiction” as required. For example, how many facilities must be included in each mission, what areas of each facility must be searched, how many vendor personnel must be involved in each mission, and how long should each mission take to complete? Please provide these and any other relevant details that vendors should consider when putting together their offers.

Answer:   DRC receives approximately two covert mobile cellphone detection and interdiction missions per month. They are provided by ShawnTech through the existing GTL contract. ShawnTech describes the service on their website (Cell Detect and Cell Intel). Offerors may propose an alternative method(s) of accomplishing cellphone detection and interdiction. For security reasons, DRC will not provide more details on the services.

Date: 12/3/2020

Inquiry: 82417


Question:   If the State uses mail scanning today, is the scanning performed onsite or offsite?

Answer:   Not applicable.

Date: 12/3/2020

Inquiry: 82416


Question:   If the State uses mail scanning today, is it provided under a separate contract?

Answer:   Not applicable.

Date: 12/3/2020

Inquiry: 82415


Question:   We have reviewed the provided contract documents, and it does not appear that mail scanning is part of those contract documents. Please confirm, does the State use a mail scanning service today?

Answer:   No

Date: 12/3/2020

Inquiry: 82414


Question:   Supplement 1 - #IV.1.l reads: “One monthly free deposit for families and friend, no funding fees for deposits on phone accounts and set up new accounts.” Are vendors allowed to charge a funding fee on deposits to phone accounts beyond the one free monthly deposit?

Answer:   No, currently there is no fee to create a phone account or deposit funds on it. The one free monthly deposit for families and friends refers to trust fund deposits.

Date: 12/3/2020

Inquiry: 82401


Question:   Supplement 1 - #IV.6.h requires that “State Agencies may either process mail themselves or require the Contractor to process the mail.” Q&A #82145 further clarifies that “this is a required service at no billable cost.” Contractor-processed (offsite) mail scanning is considerably more expensive to provide than mail scanning that is processed onsite by Agency staff. In preparing Cost Proposals, should all offerors assume all mail will be scanned offsite by the Contractor? Or should we add options to the Cost Proposal for onsite versus offsite mail scanning?

Answer:   DRC is not requesting offerors to process mail – only to provide an integrated platform, including sufficient scanners, for our staff to scan mail to incarcerated adults’ email. This service is required at no cost.

Date: 12/3/2020

Inquiry: 82393


Question:   Please provide the current fees, by deposit range, for Trust Transactions by method a. IVR b. Mobile c. Retail CFP d. Web e. Third Party Money Transfers f. Money Orders

Answer:   This information is in the form already posted titled “View costs and revenue details” in the file “3.0 OF DRC OH DYS SERVICES AND FEES.” Please note that “WIR” is walk-in retail – a money order system allowing people to deposit in person at participating grocery stores, big box retail, and financial services companies.

Date: 12/3/2020

Inquiry: 82362


Question:   In light of Covid-19 and various states stay at home orders, would you agree to accept an electronic signature for this proposal response in lieu of an ink signature, from an Executive Vice President who is authorized to bind the company?

Answer:   An electronic signature is acceptable.

Date: 12/1/2020

Inquiry: 82411


Question:   Please provide access to site plans for the DRC-DYS facilities including bed counts.

Answer:   For offerors requesting site plans:
Send an email to dennis.kapenga@das.ohio.gov requesting the site plans
A Non-Disclosure Agreement letter will be returned
Return the completed and signed Non-Disclosure Agreement letter
Due to file size, seven emails containing the site plans will be provided.

Date: 12/1/2020

Inquiry: 82407


Question:   Supplement 1 - #IV.8, in the paragraph following the “Offeror Response” line, vendors are instructed to detail their capabilities pertaining to “face-to-face visit session,” among other telephone system features. Does the State have face-to-face visitation stations that need to be monitored/recorded? If so, please state the number of stations at each facility (1 station = 2 handsets), and state whether each station is recorded today. Also state whether these phones were included in the numbers of phone devices delineated in the file 0A1229_facility device counts.xlsx, which has been provided as part of the Q&A.

Answer:   the state is requesting the offeror to detail experience with face-to=-face visitation.

Date: 12/1/2020

Inquiry: 82398


Question:   Is any onsite video visitation required, or will video visitations be remote only?

Answer:   Currently, video visits will be done remotely. This is not to say that we will not return to in-person visiting, which will be done as soon as appropriate with COVID-19.

Date: 12/1/2020

Inquiry: 82404


Question:   Supplement 1 - #IV.1.l reads: “One monthly free deposit for families and friend, no funding fees for deposits on phone accounts and set up new accounts.” Please clarify, does the “one monthly free deposit” apply to deposits made to a Trust Account per Section #IV.5 Banking / Fund Transfers, or to deposits to phone accounts, or both?

Answer:   Both

Date: 12/1/2020

Inquiry: 82400


Question:   The Cost Proposal spreadsheet lists several DRC Trust Transaction types. Regarding requirement #IV.1.m for “a low-cost deposit option,” please confirm that some transaction costs may be higher than $2.00, so long as the vendor offers at least one option under $2.00 to meet this requirement.

Answer:   Yes

Date: 12/1/2020

Inquiry: 82403


Question:   Supplement 1 - #IV.1.m reads: “Must provide a low-cost (under $2.00 fee) deposit option for amounts up to and including $200.00.” Please clarify, does the “low-cost deposit option” apply to deposits made to a Trust Account per Section #IV.5 Banking / Fund Transfers, or to deposits to phone accounts, or both?

Answer:   The intention is that there is at least one inexpensive option for each type of account.

Date: 12/1/2020

Inquiry: 82402


Question:   Supplement 1 - #IV.8.h requires “the ability to provide telephone identification (tablets, cell phone, landline).” Please describe the intent and purpose of this requirement.

Answer:   The intent is for state agencies to know who the adults and youth are calling, including available information like whether the called party is using a tablet, cellphone, or landline. This information is used for investigations.

Date: 12/1/2020

Inquiry: 82397


Question:   Supplement 1 - #IV.11.s requires “Contractor staff support for Field Technicians, Tablet Administrators and a Service Manager” and then specifies that a minimum of 20 technicians and a manager are required. Please clarify, is the Contractor required to provide Tablet Administrators in addition to the 20 technicians? If so, how many Tablet Administrators are required?

Answer:   “Field Technicians, Tablet Administrators” are used interchangeably. Should be “Field Technicians/Tablet Administrators.”

Date: 12/1/2020

Inquiry: 82399


Question:   Supplement 1 - #IV.7.i requires “subject matter experts in the areas of cellphone extraction and computer forensics, and #IV.7.j requires “a minimum of 22 dedicated intelligence analyst staff and supervisors who are experienced in logical and physical extraction techniques.” Do both of the requirements describe the same set of staff? Or are the SMEs required by 7.i in addition to the 22+ intelligence analyst staff and supervisors required by 7.j?

Answer:   SME’s required for cellphone extraction and computer forensics count toward the requirement for 22 dedicated intelligence analyst staff and supervisors.

Date: 12/1/2020

Inquiry: 82396


Question:   Supplement 1 - #IV.7.e requires an onsite digital forensic lab for “forensic investigations, intelligence collection and examinations of digital devices for tracking and extracting information.” Do the remaining requirements in this section (7.f through 7.t) all pertain to the digital forensic lab? If not, please specify which of these requirements pertain to the digital forensic lab, and which requirements mandate additional services outside of the digital forensic lab.

Answer:   The on-site forensic lab refers to physically examining and retrieving intelligence from digital devices. Only IV. 7. i. refers to the lab.

Date: 12/1/2020

Inquiry: 82395


Question:   Supplement 1 - #IV.7.l requires that “The Contractor must provide cell phone interdiction.” Is this “cell phone interdiction” the same as the “Cellphone Detection Services” described in Supplement 1 - #IV.13?

Answer:   Supplement 1, section 7. l. incorporates cellphone interdiction as part of an integrated approach to “Security/Investigation/Infrastructure.” Supplement 1, section 13. asks for detailed recommendations specific to cellphone detection and interdiction.

Date: 12/1/2020

Inquiry: 82394


Question:   Supplement 1 - #IV.3.m requires that tablet features include “phone calls, video visitation, video grams, video messaging, and messaging.” What is the difference between a video gram and a video message?

Answer:   They are two terms for the same service.

Date: 12/1/2020

Inquiry: 82392


Question:   The Cost Proposal spreadsheet includes a place for the vendor to propose pricing for printing, while Section #IV.1.k stipulates that the pricing is $0.50/page for color and $0.05/page for black and white. Are these prices mandatory, and vendors must fill in these exact prices in the Cost Proposal? Or are these prices maximums, and vendors may fill in lower pricing if desired?

Answer:   The costs for printing in Supplement 1, IV. 1. k. are not-to-exceed amounts. You offeror must fill in the proposed printing costs on the Cost Proposal.

Date: 12/1/2020

Inquiry: 82391


Question:   Supplement 1 - #IV.2.5.j requires ability to access law library content, “including saving or printing from LexisNexis.” Please confirm that printing of law library content falls under the self-serve printing described in #IV.1.k, for which incarcerated individuals will be charged $0.50/page for color or $0.05/page for black and white.

Answer:   Yes, printing from LexisNexis will be up to $0.05 per page black and white and $0.50 per page for color.

Date: 12/1/2020

Inquiry: 82390


Question:   Supplement 1 - #IV.2.5.j requires ability to access LexisNexis “and other online law library content.” Is the awarded vendor required to provide a subscription to a law library service that is not LexisNexis?

Answer:   No. We are interested in what materials offerors would propose in addition to LexisNexis. For reference, DRC guarantees at a minimum the materials listed in 59-LEG-01 (Inmate Access to Court and Counsel), VI. A.:
https://www.drc.ohio.gov/Portals/0/Policies/DRC%20Policies/59-LEG-01%20(12-2019).pdf?ver=2019-12-09-140951-473

Date: 12/1/2020

Inquiry: 82389


Question:   Supplement 1 - #IV.2.5.j and #IV.2.6.a require access to LexisNexis. Does the State have a LexisNexis subscription, or is the awarded vendor required to supply a LexisNexis subscription?

Answer:   The awarded Contractor is to provide subscription access.

Date: 12/1/2020

Inquiry: 82388


Question:   Supplement 1 - #IV.1.b requires a “single sign on log-in for end-user to gain access to multiple different integrated applications with signature capability.” Please describe the purpose and uses for the “signature capability” in this requirement.

Answer:   the signature capability would be for approval purposes.

Date: 12/1/2020

Inquiry: 82387


Question:   Supplement 1 - #IV.1.b requires a “single sign on log-in for end-user to gain access to multiple different integrated applications with signature capability.” Who is the “end-user” in this requirement?

Answer:   The end-users are DRC/DYS staff and authorized representatives.

Date: 12/1/2020

Inquiry: 82386


Question:   For Attachment 8: Affirmation and Disclosure Form, is there a particular address for ODRC and ODYS that we should use for the "location where services... will be performed"?

Answer:   You can state 'All DRC/DYS facilities located in Ohio'.

Date: 12/1/2020

Inquiry: 82406


Question:   Breakdown of buildings per site for building coverage?

Answer:   The state is preparing documentation for this.
Please watch for an inquiry providing instructions to receive this information.

Date: 11/26/2020

Inquiry: 82287


Question:   Max capacity (of inmates) per site per dorm?

Answer:   The state is preparing documentation for this.
Please watch for an inquiry providing instructions to receive this information.

Date: 11/26/2020

Inquiry: 82287


Question:   Are there any prints or notes for pathways from MDF to IDF for backbone connection?

Answer:   The state is preparing documentation for this.
Please watch for an inquiry providing instructions to receive this information.

Date: 11/26/2020

Inquiry: 82287


Question:   The inmate capacity for each cell block is necessary for determining network requirements and charging stations needed to support the tablets.

Answer:   The state is preparing documentation for this.
Please watch for an inquiry providing instructions to receive this information.

Date: 11/26/2020

Inquiry: 82158


Question:   Is ODRC requesting one free transaction per month to the content account?

Answer:   There is only one account per incarcerated adult or youth.

Date: 11/26/2020

Inquiry: 82367


Question:   Please provide the average daily population for each facility.

Answer:   A file has ben provided on the state of Ohio procurement website for this solicitation.
ODRC Release and Average Population 2019

Date: 11/26/2020

Inquiry: 82159


Question:   How many inmates were released in 2019 and YTD, 2020?

Answer:   A file has ben provided on the state of Ohio procurement website for this solicitation.
ODRC Release and Average Population 2019

Date: 11/26/2020

Inquiry: 82364


Question:   Can you Identify any location that may need charging station for tablet deployment?

Answer:   In nearly all ODRC housing areas, incarcerated adults currently have immediate access to electrical outlets. Lorain Correctional Institution does not. Restrictive housing and infirmaries typically do not. ODRC seeks a vendor that can provide charging carts for the limited applications provided and as part of the overall proposal.

Date: 11/26/2020

Inquiry: 82287


Question:   In Supplement 1 under 5. Banking / Fund Transfers, b. ODRC states depositors not approved can still fund incarcerated adult accounts for purchases on content. Is ODRC expecting the transaction fees and maximum amount allowed to be transacted for the Content account to be the same as the Trust account? If not, please provide.

Answer:   Transaction fees should be the same.

Date: 11/26/2020

Inquiry: 82368


Question:   Please provide more information / clarify / define Third Party Money Transfers.

Answer:   Please clarify where 'Third Party Money Transfers" are referenced.

Date: 11/26/2020

Inquiry: 82363


Question:   ODRC is requesting one monthly free deposit for families and friends. Is that per calendar month or 30 days from the family and friends’ last transaction?

Answer:   1 transaction per calendar month.

Date: 11/26/2020

Inquiry: 82366


Question:   Is ODRC requesting lobby kiosks to be installed to accept transactions for Trust? If so, a. How many lobby kiosks? b. At what locations would ODRC want the lobby kiosks? c. Will the lobby kiosks be allowed to run on ODRC network or will the winning vendor need to provide the network?

Answer:   Lobby kiosks for accepting transactions are not required under this Contract.

Date: 11/26/2020

Inquiry: 82365


Question:   Can we use existing rack space?

Answer:   The Contract requires a complete separate Contractor supported infrastructure. Some components may be available for Contractor use, but the Contractor should not make any assumptions regarding the reuse of existing infrastructure including rack space.

Date: 11/24/2020

Inquiry: 82287


Question:   Are there facility standards for running conduit?

Answer:   Industry standards must be followed. No unprotected cabling may be accessible to inmates or youth.

Date: 11/24/2020

Inquiry: 82287


Question:   What infrastructure is being used today for the current phone & tablet programs?

Answer:   Fiber and copper.
The Contract requires a complete separate contractor supported infrastructure. Some components may be available for Contractor use, but the Contractor should not make any assumptions regarding the reuse of existing infrastructure.

Date: 11/24/2020

Inquiry: 82290


Question:   If outdoor wireless is needed to connect building to building to complete backbone, will outdoor wall mounts be an issue on facility buildings?

Answer:   No as long as they are high enough and cannot be accessed by an inmate or youth and the placement does not aid in the violation of policy or aid in escape attempts.

Date: 11/24/2020

Inquiry: 82287


Question:   If the infrastructure that is used today for the current phone & tablet programs is vendor-provided, why wouldn’t that same infrastructure be usable by any vendor under the new contract that results from this RFP?

Answer:   The Contract requires a complete separate contractor supported infrastructure. Some components may be available for Contractor use, but the contractor should not make any assumptions regarding the reuse of existing infrastructure.

Date: 11/24/2020

Inquiry: 82293


Question:   If DOC/State provides & supports the infrastructure that is used today for the current phone & tablet programs, does the RFP require the awarded vendor to provide an entirely new infrastructure which is not there today?

Answer:   The Contract requires a complete separate contractor supported infrastructure. Some components may be available for Contractor use, but the contractor should not make any assumptions regarding the reuse of existing infrastructure.

Date: 11/24/2020

Inquiry: 82292


Question:   Who provides & supports the infrastructure that is used today for the current phone & tablet programs – the DOC/State, or the current vendor?

Answer:   DRC - the Contractor
DYS - DAS/OIT and DYS

Date: 11/24/2020

Inquiry: 82291


Question:   The RFP instructions on p. 3 – 4 encourage offerors to “seek out and set aside work for Ohio certified MBEs,” and it requires that the proposal “must include the Ohio certified MBE Utilization Plan.” Where in the proposal should such a plan be placed?

Answer:   In Tab 5 of the offeror Proposal with the MBE certification information.

Date: 11/24/2020

Inquiry: 82353


Question:   Does the State have an MBE utilization goal for this contract?

Answer:   Agencies have a 15% goal for MBE services.

Date: 11/24/2020

Inquiry: 82354


Question:   We did not note any points in the Evaluation Criteria allocated to MBE utilization. Will MBE utilization have any impact on the evaluation of this proposal?

Answer:   No.

Date: 11/24/2020

Inquiry: 82355


Question:   Does the file 0A1229_facility device counts.xlsx, which has been provided as part of the Q&A, list the equipment that is currently installed, or the equipment quantities that are required in the new contract?

Answer:   The numbers are for current devices and inmate populations. There may be minor variations to these numbers in the formal implementation.

Date: 11/20/2020

Inquiry: 82320


Question:   If the file 0A1229_facility device counts.xlsx lists the equipment that is currently installed, does the State require different quantities of any of the devices in the new contract? If so, please list required quantities by facility.

Answer:   The numbers are for current devices and inmate populations. There may be minor variations to these numbers in the formal implementation.

Date: 11/20/2020

Inquiry: 82321


Question:   The instructions on RFP p. 22 under #6 – Offeror Profile require vendors to use Attachment Seven to supply extensive information about company history, leadership, staffing, and other background information, as well as the vendor’s ability to meet the Mandatory and Scored past implementation requirement, and “to demonstrate experience to meet each of the first four scored requirement(s) evaluation criteria by including the offeror scored requirement form provided in this RFP.” Upon review of Attachment Seven, we understand how the form relates to the single Mandatory and Scored Requirement that the offeror must have completed two prior implementations of similar size and scope. However, we don’t see a place on the form to include the other required information. Should we attach additional sheets to Attachment Seven?

Answer:   The Scored Requirement Form is used for the first scored requirement only, not first four. The non-experience based offeror profile information requested can be added to this section as a business letter.

Date: 11/20/2020

Inquiry: 82322


Question:   Also regarding the instructions for the Offeror Profile, please clarify what must be provided “to demonstrate experience to meet each of the first four scored requirement(s) evaluation criteria.” The first four scored requirements are two prior implementations, Telephone System Requirements, Tablets and Devices, and Customer Service Plan, according to the Evaluation Criteria on p. 17. Should the instructions read “to demonstrate experience to meet THE FIRST scored requirement in the evaluation criteria”?

Answer:   The Scored Requirement Form is used for the first scored requirement only, not first four.

Date: 11/20/2020

Inquiry: 82323


Question:   Does the current vendor offer any alternate calling types, such as Advance Pay, PayNow or Text-to-Connect? If so, what are the rates and fees charged for these calls?

Answer:   A zipped folder (costs and revenue details) has been added to the procurement website with additional details.

Date: 11/20/2020

Inquiry: 82152


Question:   In order to help us evaluate call volumes and recognize additional revenue potential, it is very helpful to have the rates currently being charged to called parties under the current contract. Please provide the current call rates for each call type: • LOCAL – Collect • INTRALATA – Collect • INTERLATA – Collect • INTERSTATE – Collect • LOCAL – Debit • INTRALATA – Debit • INTERLATA – Debit • INTERSTATE - Debit • International - Debit • LOCAL – PrePaid Collect • INTRALATA – PrePaid Collect • INTERLATA – PrePaid Collect • INTERSTATE – PrePaid Collect

Answer:   A zipped folder (costs and revenue details) has been added to the procurement website with additional details.

Date: 11/20/2020

Inquiry: 82151


Question:   Please outline the fees that are being charged to end-users: a. Bill Statement Fee b. PrePaid Account Funding Fee via Web c. PrePaid Account Funding Fee via IVR d. PrePaid Account Funding Fee via Live Operator

Answer:   A zipped folder (costs and revenue details) has been added to the procurement website with additional details.

Date: 11/20/2020

Inquiry: 82153


Question:   We request consideration of eliminating the inmate tablet restriction that limits bidders to those who have installed tablets with a minimum population of 10,000 inmates in the last 60 months. This requirement is highly anti-competitive, leaving the Ohio DOC with only (2) two providers who would qualify. Instead of restricting competition, the State should encourage competition. While tablets have been around for several years in the corrections marketplace, what the Ohio DOC is asking for is very unique. Eliminating wall-mounted phones and making the tablet the primary communication device is new. The tremendous focus on education on this scale is fairly new. To date, tablet opportunities have usually been limited to the current inmate telephone provider bringing in the tablet services in a limited, often trial-like fashion. There have been very few RFPs from DOCs that have requested tablets with the scope and scale the Ohio DOC now wants. This lack of opportunity further underscores the need to remove this restriction and ensure the Ohio DOC and Ohio citizens get the most competitive bid process possible.

Answer:   After consideration, the state will not remove this requirement. This is a very high profile project that must succeed and the State will only consider offerors with considerable experience. Additionally, wall mounted phones and secure kiosks are an important component of this project.

Date: 11/20/2020

Inquiry: 82133


Question:   Is there existing dark fiber that can be used between MDF / IDF locations and from building to building?

Answer:   The offeror is to assume that no physical infrastructure is available. DYS may have some infrastructure available.

Date: 11/19/2020

Inquiry: 82090


Question:   If there is wiring or fiber that is not connected to the State Agencies’ networks but is currently providing connectivity to inmate telephones, tablets or kiosks, will the awarded vendor have use of it for the awarded contract?

Answer:   The offeror is to assume that no physical infrastructure is available for DRC. DYS may have some infrastructure available.

Date: 11/19/2020

Inquiry: 82090


Question:   Is it acceptable for proposal answers to NOT be in the box provided in Supplement 1? We can use a different color font that will make the answer different from the requirement and easy to read. We have been unable to get the answers in the boxes in a way that allows you to read the entire content. Thank you.

Answer:   Please try to format your answers within the boxes. If not possible, place the response immediately after the box and highlight the response.

Date: 11/19/2020

Inquiry: 82233


Question:   Thank you for the quick responses regarding calling minutes. One last question has come up. The COVID-19 pandemic has caused a general surge in numbers of calls and calling minutes across the countrys Correctional Institutions however, the most recent data provided is for the past 6 months which includes only data that has potentially been COVID-impacted. In order for vendors to have more reliable financial modeling metrics, can the State Agencies provide the information provided in the most recent round of Q/As but do so for the 12 month period of 2019? This will eliminate any COVID-related discrepancies in normal data.

Answer:   A zipped folder (costs and revenue details) has been added to the procurement website with additional details.

Date: 11/19/2020

Inquiry: 82253


Question:   Please provide average monthly usage/revenue data for any additional services offered under the current contract, such as voicemail, video visitation, messaging and tablets.

Answer:   A zipped folder (costs and revenue details) has been added to the procurement website with additional details.

Date: 11/19/2020

Inquiry: 82160


Question:   Does the State intend to replace the wall-mounted inmate phones with tablets?

Answer:   No, wall mounted phones will still be required in some areas. At a minimum, all current kiosks will be required.

Date: 11/19/2020

Inquiry: 82150


Question:   In Supplement 1, Section 6 Mail Scanning/Electronic Mail, it appears that the Agencies are requesting/requiring a solution for scanning and delivery of physical mail however, this service is not represented in the Cost Form. Will another updated form be sent out to reflect this service, or is it not required?

Answer:   This is a required service at no billable cost.

Date: 11/17/2020

Inquiry: 82145


Question:   Please provide the number of devices for each facility, including inmate telephones, kiosks for video visitation, tablets, VRS terminals, mobile/cart phones, any cordless / handsfree phones, and portable cellular scanner/detection devices.

Answer:   A file containing DRC/DYS facility counts has been added to the State of Ohio procurement website for this solicitation. DYS facility counts may be updated to this response when available.

Date: 11/17/2020

Inquiry: 82090


Question:   Please provide the current inmate call rates.

Answer:   $0.05 per minute for domestic calls.

Date: 11/17/2020

Inquiry: 82090


Question:   Please provide several recent reports for the DRC/DYS, showing calls, minutes and revenue (or at minimum calls and minutes). This data is necessary to estimate costs and potential revenues. The current vendor has access to this information, so distributing the information to other vendors in a timely fashion will ensure a level playing field for all bidders.

Answer:   The most recent 6 months of data includes:
Jan to Jun 2020, DRC Total Minutes: 277,002,830; Canada - total 27,429; Caribbean - 7,368; Interlata - 171,727,891; International - 9,850; Interstate - 33,518,591; Intralata - 52,721,324; Local - 18,847,071; US Territories - 143,306. DRC Domestic - 276,968,033; DRC International - 34,797.
Jan to Jun 2020, DYS Total Domestic Minutes: 2,610,364; Interlata - 1,740,048; Interstate - 149,423; Intralata - 429,164; Local - 291,729.

Date: 11/17/2020

Inquiry: 82149


Question:   In the Updated Cost Form, the number of annualized calling minutes for DRC is stated as 650,000,000 however, at a call rate of $0.05 per minute this would equate to over $32Million which seems extremely high. Can the Agencies provide at least twelve months worth of actual calling/revenue reports from the incumbent vendors of each Agency to support accurate financial modeling for all vendors in this RFP process?

Answer:   The most recent 6 months of data includes:
Jan to Jun 2020, DRC Total Minutes: 277,002,830; Canada - total 27,429; Caribbean - 7,368; Interlata - 171,727,891; International - 9,850; Interstate - 33,518,591; Intralata - 52,721,324; Local - 18,847,071; US Territories - 143,306. DRC Domestic - 276,968,033; DRC International - 34,797.
Jan to Jun 2020, DYS Total Domestic Minutes: 2,610,364; Interlata - 1,740,048; Interstate - 149,423; Intralata - 429,164; Local - 291,729.

Date: 11/17/2020

Inquiry: 82143


Question:   Please provide the annualized number of calling minutes by call type (debit, collect, prepaid, free, etc) and rate type (local, in-State, InterState and International).

Answer:   The most recent 6 months of data includes:
Jan to Jun 2020, DRC Total Minutes: 277,002,830; Canada - total 27,429; Caribbean - 7,368; Interlata - 171,727,891; International - 9,850; Interstate - 33,518,591; Intralata - 52,721,324; Local - 18,847,071; US Territories - 143,306. DRC Domestic - 276,968,033; DRC International - 34,797.
Jan to Jun 2020, DYS Total Domestic Minutes: 2,610,364; Interlata - 1,740,048; Interstate - 149,423; Intralata - 429,164; Local - 291,729.

Date: 11/17/2020

Inquiry: 82090


Question:   Do facilities have hardwired cutoff switches for phones or is preference to use software to turn phones off? Thank you.

Answer:   The preference is to have cutoff switches along with a software solution.

Date: 11/17/2020

Inquiry: 82090


Question:   Please provide a copy of all current contracts and amendments pertaining to all services under this RFP.

Answer:   A file containing available DRC Contracts has been added to the State of Ohio procurement website for this solicitation.

Date: 11/17/2020

Inquiry: 82154


Question:   Will the State allow for a proposal to present multiple pricing options for the State’s consideration?

Answer:   No, the RFP instructions only allows for one Proposal per offeror.

Date: 11/17/2020

Inquiry: 82155


Question:   After the first round of questions is answered, will the State accept additional questions if clarification is needed for any of the State’s responses?

Answer:   Yes, until the inquiry end date.

Date: 11/17/2020

Inquiry: 82161


Question:   Please update the annual domestic calling minutes.

Answer:   Attachment Nine Cost Summary has been updated to reflect more accurate annual domestic calling minutes. Please download the updated spreadsheet.

Date: 11/13/2020

Inquiry: 82106


Question:   You have estimated award date and start date as Jan. 1, 2021 and Feb. 1, 2020, respectively. On page 24 of the main RFP document, it states that the expected start date for the project is 1/1/2021. Can you please clarify if you want the implementation plan to start on Jan. 1, 2021, or Feb. 1, 2021? Thank you!

Answer:   The actual start date will be within 30 days of Contract award. With the new Proposal opening date of Dec. 18th, 2020, it will be no sooner than Feb. 1, 2021.

Date: 11/12/2020

Inquiry: 82085


Question:   Is there a preference for community or 1:1 assignment of tablets for ODRC and ODYS (Communications Supplement 1 IV. 1. f.)?

Answer:   ODRC and ODYS strongly prefer 1:1 assignments.

Date: 11/12/2020

Inquiry: 82086


Question:   Please confirm that, due to COVID-19 restrictions and being on a mandatory work-from-home policy, we can submit a proposal electronically via email or online portal rather than mailing a hard copy.

Answer:   At this time we are only accepting hard copy responses.

Date: 11/12/2020

Inquiry: 82092


Question:   Can a Subcontractor (not the Prime) hold this mandatory requirement or does the Prime have to meet this qualification? The offeror must have completed at least two (2) implementations of the proposed Secure Communication, Education, and Entertainment Technology System in a correctional institution environment of similar size and scope (minimum of 10,000 inmates) to the requirements of this RFP within the last sixty (60) months.

Answer:   The Prime Contractor (Contract holder) must have completed the implementations. Subcontractors under the Prime Contractor's direction may have been involved.

Date: 11/12/2020

Inquiry: 82093


Question:   Who is the incumbent provider for the services to the state of Ohio now? How do we register with the potential providers for the MBE requirement? Our current status as a MBE provider is documented

Answer:   DRC: JPay/Securus is the incumbent for lock box, emails, etc. under Contract RS901913

https://procure.ohio.gov/proc/viewContractsAwards.asp?contractID=31805

and GTL is the incumbent for phones.

DYS: GTL is the incumbent for all services.

Date: 11/12/2020

Inquiry: 81990


Question:   In order to write the best possible response and propose the best possible solution, GTL would like to respectively request a due date extension to December 17th. Under the present timeline excluding National Holidays and shipping times this only leaves 15 business days to complete the document. This proposed extension also gives vendors additional time to incorporate what we learn from the Pre-Proposal Conference and Site Walk Throughs on November 16th-18th. Thank you for your consideration.

Answer:   The state will move the Proposal due date to December 18, 2020. The inquiry period will also be extended to December 11, 2020.

An amendment will be issued.

Date: 11/12/2020

Inquiry: 82001


Question:   In order to ensure that the State has all the information necessary to select the service provider that is best suited to meet its technological needs, and given that the Thanksgiving holiday that falls in the middle of the timeline, would it be possible to secure a two or three week extension to the current due date? Thank you.

Answer:   The state will move the Proposal due date to December 18, 2020. The inquiry period will also be extended to December 11, 2020.

An amendment will be issued.

Date: 11/12/2020

Inquiry: 81985


Question:   On page 3, it states: Once awarded, the term of the Contract will be from the award date until the Project is completed to the satisfaction of the State and the Contractor is paid or June 30, 2021, whichever is sooner. The State may renew this Contract for up to five additional two (2) year term(s), subject to and contingent on the discretionary decision of the Ohio General Assembly to appropriate funds for this Contract in each new biennium for a maximum contract term expiring June 30, 2031. Any such renewal of all or part of the Contract also is subject to the satisfactory performance of the Contractor and the needs of the State. Meanwhile, page 4 states: Estimated Dates Award Date: January 2020 Work Begins: February 2020 Can you please clarify the work start date and the length of the contract?

Answer:   The estimated Award and Work Begins dates should have been 2021 not 2020. The Contract term dates are correct.

Date: 11/12/2020

Inquiry: 81989


Question:   The RFP requires an email to Dennis Kapenga to preregister for the Nov. 17 and Nov. 18 site visits. We have sent that email but Mr. Kapenga will be out of town until the 13th. Should we send the email to another contract analyst? (Christina Thomas email address is no longer valid.) Please let me know if the email from today to Mr. Kapenga will meet the preregistration requirement or if we should send an email to another person. Thank you!

Answer:   All emails for registration have been received and recorded.

Date: 11/12/2020

Inquiry: 81992


Question:   The RFP instructs that the PDFs and Word documents provided may not be altered or reformatted in any way. With regards to the RFPs, answering in the boxes tends to push the contents of the RFP further done and sometimes on to the next page. Is this acceptable? So long as the substantive content is not altered? In addition, when the word supplements are completed and inserted into our overall response template, some reformatting has to occur to make the headers look correct and to keep paragraphs lined up. Again, is this acceptable so long as we do not alter the content itself?

Answer:   yes, these are acceptable.

Date: 11/12/2020

Inquiry: 82010


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Inquiry period ended:  12/11/2020 8:00:00 AM