Inmate Mail Services

21 March 2024 Inmate Mail Services Off site inmate mail Services. This system should enable family and friends to send letters, photos, postcards and cards to inmates housed in the Utah Correctional facilities. 21 March 2024 Open 3/7/2024 8:00 AM MST Type Request for Proposal Close 3/26/2024 2:00 PM MDT Number RR24-49 Currency US Dollar Sealed Until 3/26/2024 2:00 PM MDT 21 March 2024 Contacts Ryan Reeder rreeder@utah.gov 21 March 2024 Commodity Codes Commodity Code Description 78100 Mail and cargo transport including transport of letters and parcels and postal and small parcel and courier services and letter or small parcel local delivery services and worldwide delivery services 46150 Law enforcement equipment and supplies including crowd control equipment and security and control equipment and forensic equipment and supplies 46170 Security surveillance and detection including locks and alarm services and patrol serivces 92100

Public order and safety services including police services and fire services and jail and prison systems and court systems and rescue services 21 March 202421 March 202421 March 202421 March 202421 March 202421 March 202421 March 202421 March 202421 March 2024 mailto:rreeder@utah.gov Issuing Procurement Unit State of Utah Division of Purchasing Conducting Procurement Unit Utah Department of Corrections (UDC) REQUEST FOR PROPOSALS Inmate Mail Services SOLICITATION #RR24-49 This Request for Proposals (“RFP”), having been determined to be the appropriate procurement method to provide the best value to the Conducting Procurement Unit, is designed to provide interested Offerors with sufficient basic information to submit proposals. This Request for Proposals ("RFP”) is issued in accordance with the Utah Procurement Code and applicable administrative rules of the Utah Administrative Code. If any provision of this RFP conflicts with the Utah Procurement Code or Utah Administrative Code, then the Utah Procurement Code or Utah Administrative Code will take precedence. It is not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability. Purpose of this Solicitation The purpose of this RFP is to enter into a contract to provide: Off-site inmate mail services. The RFP aims to Secure a 5-year contract with a qualified vendor to provide an off-site inmate mail system. Please also review Attachment D - Scope of Work. It is anticipated that this RFP will result in a single contract award to the responsive and responsible offeror with the highest score justified by the procurement code. Closing Date and Time The closing date and time for this sourcing event is as provided in this posting. If your time is different from that shown, your profile may be set to a different time zone. Please see the attachment titled "Changing Your Time Zone" in the Buyer Attachments section for directions on how to update your profile. It is your responsibility to make sure you submit your response by the date and time indicated above. Length of the Contract The contract resulting from this RFP will be for FIVE (5) years. Background This RFP aims to secure a 5-year contract with a qualified vendor to provide an off-site inmate mail system. This system should enable family and friends to send letters, photos, postcards, and cards, this includes processing of legal correspondence to the vendor at a minimal expense to families or UDC. The vendor will be responsible for setting up family users accounts and providing training to UDC staff, family members, and stakeholders about how the process for a new mail system will work. Using a secure communication option minimizes recidivism by connecting relatives and inmates and offering drug-free access via mail, Please also review Attachment D - Scope of Work. Issuing Procurement Unit, Conducting Procurement Unit, and Solicitation Number The State of Utah Division of Purchasing is the issuing procurement unit and UDC is the conducting procurement unit for this RFP (referred to as “the State”). The reference number for this RFP is Solicitation #RR24-49. This solicitation number must be referred to on all proposals, correspondence, and documentation submitted to the State relating to this RFP. Any solutions that include cloud services, IaaS, PaaS, SaaS, MaaS, CaaS & XaaS, etc. must be implemented using the existing State of Utah DTS accounts for those hosted services, where possible. DTS has accounts with most major cloud producers (AWS, GCP, Azure, etc.). It is expected that State of Utah data reside on the DTS managed accounts for these and all providers. If applicable, please ensure that the solicitation response incorporates the use of these DTS accounts and that the pricing quoted does not include vendor hosting costs as costs would be paid directly to the hosting providers through DTS's existing accounts. If it is not possible to utilize the DTS cloud services accounts, please provide the reasoning why to the solicitation’s Q&A board so as to allow the State to amend this solicitation requirement if appropriate. Description If the State of Utah Division of Technology Services is conducting this solicitation then the Division of Technology Services has the authority to allow any and all State of Utah Executive Branch Agencies to participate in any contract resulting from this solicitation in the event a procurement need arises. Allowing additional Executive Branch Agencies to participate in a contract resulting from this solicitation will require a contract amendment and participation will be limited to the procurement items or scope of work identified in this solicitation. All technology contract amendments will be issued in accordance with State of Utah Technology Governance Act § 63F-1-205, Utah Procurement Code, and Utah Administrative Rule R33-12-502. Additionally, IT procurements may be subject to third-party review and additional reference checks as a matter of course. Additional Information Offerors are prohibited from communications regarding this RFP with the conducting procurement unit staff, evaluation committee members, or other associated individuals EXCEPT the State of Utah Division of Purchasing procurement officer overseeing this RFP. This solicitation does include a "sample" stage. Please review Attachment D - Scope of Work as well as Attachment E - Technical Criteria for applicable details. Wherever in this RFP an item is defined by using a trade name, brand name, or a manufacturer and/or model number, it is intended that the words, “or equivalent” apply; and invite the submission of equivalent products by the Offerors. Offerors may be required to submit product samples to assist the chief procurement officer or head of a procurement unit with independent procurement authority in evaluating whether a procurement item meets the specifications and other requirements set forth in the request for proposals. Product samples must be furnished free of charge unless otherwise stated in the invitation for proposals, and if not destroyed by testing, will upon written request within any deadline stated in the invitation for proposals, be returned at the Offeror's expense. Samples must be labeled or otherwise identified as specified in the invitation for proposals by the procurement unit. The State reserves the right to conduct discussions with the Offerors who submit proposals determined to be reasonably susceptible of being selected for award, followed by an opportunity to make best and final offers pursuant to UCA § 63G-6a-707.5, but proposals may be accepted without discussions. New Technology Pursuant to Utah Administrative Rule R33-12-502 the awarded contract(s) may be modified to incorporate new technology or technological upgrades associated with the procurement item being solicited, including new or upgraded: (i) systems; (ii) apparatuses; (iii) modules; (iv) components; and (v) other supplementary items. Further, a maintenance or service agreement associated with the procurement item under the resulting contract(s) may be modified to include any new technology or technological upgrades. Any contract modification incorporating new technology or technological upgrades will be specific to the procurement item being solicited and substantially within the scope of the original procurement or contract. Legislative Appropriations Additional funding may be added to the awarded contract(s) if additional funding is provided to the procurement unit for the purpose identified in the scope of work by the legislature. Evaluation of Administrative and Mandatory Minimum Requirement Compliance Each proposal received shall be evaluated as outlined in this RFP and the Utah Procurement Code. To be responsive and responsible Offerors must review and respond to the following sections of this RFP: prerequisites, buyer attachments, questions, and items. • The Prerequisites section includes the objective and subjective criteria that will be used to evaluate the proposals, which include the mandatory minimum requirements, technical criteria, and other prerequisites that Offerors must read and agree to in order to respond to this RFP. • The Buyer Attachments section includes the standard contractual terms and conditions of this RFP and other documents required for this RFP. • The Questions section allows the State to ask Offerors questions regarding this RFP. • The Items section includes the description of the procurement items being sought and allows the Offerors to provide their pricing on the procurement items. Note: This section may or may not be used with every solicitation. Offerors must review each section carefully. To determine which proposal provides the best value to the conducting procurement unit, the evaluation committee shall evaluate each responsive and responsible proposal that has not been disqualified from consideration under the provisions of Part 7 of Utah Code 63G-6a, using the criteria described in this RFP. After the evaluation and final scoring of proposals is completed, the State shall award the contract as soon as practicable (subject to the requirements of Utah Code Section 63G-6a-707(10)) to the eligible responsive and responsible Offeror, subject to Utah Code Section 63G-6a-707(10), provided the RFP is not canceled in accordance with Utah Code Section 63G-6a-902. Required to View Event Prerequisites Required to Enter Bid 21 March 2024 1. If received, a solicitation award does not constitute a binding contract. 2. All questions must be submitted through SciQuest during the Question and Answer period. 3. Offeror must guarantee its pricing for the period described in this RFP. 4. Any Offeror requesting that part of its bid be protected shall include with the bid a Claim of Business Confidentiality. 5. The proposed Scope of Work has been attached to this RFP. 6. The mandatory minimum requirements are the objective criteria in which the conducting procurement unit will evaluate proposals. Offeror must upload a document which provides a point by point response to the mandatory minimums listed in this prerequisite. 7. To determine which proposal provides the best value to the State, the evaluation committee will evaluate each responsive and responsible proposal that has not been disqualified or rejected using the subjective criteria listed in this prerequisites section. 8. All proposals in response to this RFP will be evaluated in a manner consistent with the Utah Procurement Code, Administrative Rules, policies and the evaluation criteria in this RFP. Offerors bear sole responsibility for the items included or not included within the proposal submitted by the Offeror. Each area of the evaluation criteria must be addressed in detail in the proposal. 9. Offeror's cost proposals will be evaluated independently. 10. Offeror may take exception and/or propose additional language to the Standard Terms and Conditions that have been attached to this RFP. 11. Offeror must agree with the following in the event they are awarded a contract. 12. If it is determined to be in the best interest of the Conducting Procurement Unit, interviews and presentations may be held at the option of the State. 13. The issuing procurement unit may not accept a proposal after the time for submission of a proposal has expired. 14. Proposals must be submitted electronically, through SciQuest. 15. Offeror acknowledges the requirements to submit a proposal through SciQuest. 21 March 202421 March 202421 March 202421 March 202421 March 202421 March 202421 March 2024 Buyer Attachments 1. Claim of Business Confidentiality 12.7.20.pdf 2. Changing Your Time Zone 2022.pptx 3. Attachment A - Terms and Conditions for Goods & Services (Agency Contract) 4. Attachment B - IT Standard Terms and Conditions 11 Jan 2024 (Agency Contracts) 5. Attachment C - UDC Standard Terms and Conditions.pdf 6. Attachment D - Scope of Work.pdf 7. Attachment_E_-_Technical_Criteria.pdf 8. Informational Only - Interactive Scoresheet.xls 21 March 202421 March 202421 March 202421 March 202421 March 202421 March 2024 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE0MDU2LTEwMTgxODUzODlDbGFpbSBvZiBCdXNpbmVzcyBDb25maWRlbnRpYWxpdHkgMTIuNy4yMC5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE0MDU2LTExOTY4MzYyMjVDaGFuZ2luZyBZb3VyIFRpbWUgWm9uZSAyMDIyLnBwdHg%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE0MDU2LTE0NTk4MjQxMTJUQ0FnZW5jeUdvb2RzU2VydmljZXMgNy4yMC4yMyBSUy5kb2N4&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE0MDU2LTE1NTcyOTIyMjVBdHRhY2htZW50IEIgSVQgU3RhbmRhcmQgVGVybXMgYW5kIENvbmRpdGlvbnMgMTEgSmFuIDIwMjQgKDIpLmRvY3g%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE0MDU2LTE1NzcxNjcwMTZBdHRhY2htZW50IEMgLSBVREMgU3RhbmRhcmQgVGVybXMgYW5kIENvbmRpdGlvbnMucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE0MDU2LTE1Nzc4OTAzNzJBdHRhY2htZW50IEQgLSBTY29wZSBvZiBXb3JrLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE0MDU2LTE1NzkxOTA4NTBBdHRhY2htZW50X0VfLV9UZWNobmljYWxfQ3JpdGVyaWEucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE0MDU2LTE1Nzc4ODk2ODhJbmZvcm1hdGlvbmFsIE9ubHkgLSBJbnRlcmFjdGl2ZSBTY29yZXNoZWV0Lnhscw%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 Questions Required Questions Group 1: Acceptance of Prerequisites Instructions: 1.1 Offeror acknowledges that it is the offerors responsibility to to upload any and all documents in responding to the solicitation. If the vendors fails to upload a document, uploads an incorrect document, uploads a blank document, or uploads any document incorrectly the State of Utah may not allow the vendor to make changes following the closing of the solicitation. 1.2 Is Offeror presently or has Offeror ever been debarred, suspended, proposed for debarment, or declared ineligible by any governmental department or agency, whether international, national, state, or local? If yes, Offeror must provide a statement regarding its debarment or suspension. 1.3 Offeror acknowledges that they do not have financial ties to individuals or entities on an OFAC sanctions list. 1.4 If Offeror has any information that is not already provided within its proposal that if known to the State would impact the State’s determination on offeror’s responsiveness for a contract award (i.e., legal action, recent turn-over in major personnel, loss of a major contract, any alleged violations of federal, state or local regulations, etc.), please mark “yes” to this question and upload such information in the space provided below. Otherwise, please mark “no”. Please see UCA 63G-6a-120 & 902 for additional details. 1.5 Please upload information impacting Offeror’s responsiveness here. 1.6 Is Offeror an employee of the State of Utah? If yes, then Offeror must submit an external employment form signed by its manager at the State of Utah. 1.7 Offeror acknowledges that it must acquire and maintain all applicable federal, state, and local licenses before the contract is entered into. Licenses must be maintained throughout the entire contract period. Persons doing business as an Individual, Association, Partnership, Corporation, or otherwise shall be registered with the Utah State Division of Corporations and Commercial Code. NOTE: Forms and information on registration may be obtained by calling (801) 530-4849 or toll free at 877-526-3994, or by accessing: www.commerce.utah.gov. 1.8 Does Offeror have an outstanding tax lien in the State of Utah? If yes, Offeror must provide a statement regarding its debarment or suspension. Group 2: Vendor Information Instructions: 2.1 Please provide your firm's legal company name. 2.2 Please provide your federal tax identification number? (If the vendor is sole proprietor please do not provide your social security number.) 2.3 Please provide your firm's contact information for this contract, including the name, phone number, and email address of your firm's authorized representative. 2.4 Please provide your ordering address and the remit to address. Please clearly identify each address. 2.5 Please provide your firm's State of Utah Sales Tax ID Number. If you do not have a State of Utah Sales Tax ID Number, please write "N/A". 2.6 Identify your firm's type of business. 2.7 Is Offeror (owners, principles, partners) a retiree currently receiving benefits through the Utah Retirement Systems (URS)? 2.8 Is Offeror an employee of the State of Utah? If yes, then Offeror must submit an external employment form signed by Offeror's manager at the State of Utah. Group 3: Vendor's Submission Instructions: 3.1 Offeror/Bidder understands and acknowledges that if Offeror/Bidder accessed the "View as PDF" document available on the Utah Public Procurement Place Business Opportunities website and did not login to Offeror/Bidder's account in the Utah Public Procurement Place system, that Offeror/Bidder may not be viewing the entire the sourcing event and therefore may not be viewing the complete sourcing event requirements. Offeror/Bidder acknowledges that Offeror/Bidder has logged into Utah Public Procurement Place account and viewed the full sourcing event requirements including hyperlinks before submitting a response to a sourcing event. 21 March 202421 March 202421 March 202421 March 202421 March 2024 3.2 Potential Conflicts of Interest. Vendor must identify any conflict, or potential conflict of interest, that might arise during the contract. If no conflicts are identified or expected, write “None” in this section. 3.3 If your firm is requesting parts of its proposal be protected please upload your Claim of Business Confidentiality Form here as well as your redacted proposal. 3.4 Any exceptions to the Terms and Conditions must be uploaded here in the format outlined in Prerequisites: Standard Terms and Conditions (Exceptions and Negotiations). Further, any vendor terms and end user agreements (EULAs) required by your firm must also be uploaded here in the format outlined in Prerequisites: Standard Terms and Conditions (Exceptions and Negotiations). If you are submitting exceptions you must also provide contact information of your firm's legal personnel (name, email, and phone #) for T&Cs negotiations. Exceptions and/or additions submitted after the date and time for receipt of proposals will not be considered. If you have no exceptions or additions, upload a document stating "None" . 3.5 Offeror affirms that yes that pursuant to the Code of Federal Regulations 2 CFR 200.216 - Prohibition on certain telecommunication and video surveillance services or equipment, that none of the goods (including component parts) or services offered within its proposal are from the entity Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities). 3.6 Vendor understands and acknowledges that its response, including all uploaded documents, will not be considered received by the State of Utah unless the Vendor clicks submit. Even if Vendor uploads all required documents and responds to all required questions its response will not be considered if it does not click submit. Offeror acknowledges that after completing the solicitation it must click on the link in the left hand menu bar labeled “Review & Submit”, then check the box under the “Certification” heading to certify their bid. Then click the blue box labeled “Submit Response” in order to submit their bid. Once the response has been submitted, Vendor will receive a confirmation that the response was successfully submitted. Vendors who fail to submit their response will not have their response reviewed and will be ineligible for further consideration under this solicitation. Group 4: Mandatory Minimum Requirements Instructions: 4.1 Vendor must have at least two (2) years of correctional mail service experience. 4.2 Vendor must be available to provide mail to the prison institutions daily. 4.3 System authentication must use the Single Sign On (SSO) solution operated by the State of Utah. This may be accomplished through federation using standard authentication protocols or direct integration into the vendor-supplied application. 4.4 All transmission or exchange of system application data with DTS and the State of Utah and/or any other parties expressly designated by the State of Utah, shall be encrypted, and take place via secure means (ex. HTTPS ). Transmission of regulatory data must conform with the current regulatory requirement applicable to such data (ex. FIPS 140-x). 4.5 Store all data, and any backups made of that data, in encrypted form based on the current TLS standard and include all data as part of a designated backup and recovery process. Encryption of regulatory data must conform with the current regulatory requirement applicable to such data (ex. FIPS 140-x). 4.6 All data will be stored and maintained in data centers in the United States. State Data is required to be encrypted in transit and at rest. State Data may only be processed on or transferred to a portable or laptop computing device or portable storage medium if such device is whole disk encrypted or used and kept only at United States data centers, including if such medium is part of the designated backup and recovery process. In no case may such devices or State Data leave the United States. 4.7 All services requiring access to state data shall be performed within the United States’s borders and jurisdiction. 4.8 Maintaining secure environments that are patched and up to date with all appropriate security updates as designated (e.g. Microsoft Notification). 4.9 Integration with tablets established at the USCF and CUCF, if possible, in the future. Group 5: Response to Technical Criteria Instructions: 5.1 Please upload your response to the Technical Criteria here. This should be a single file upload. Please review Attachment E - Technical Criteria Group 6: Value Added Items Instructions: These items will not be used in evaluation of cost but can be built into the contract if awarded. If you do not offer this service, no response is required. 21 March 202421 March 202421 March 202421 March 202421 March 2024 6.1 Please provide the a cost for friends and family that send these products. (These are not costs that would be charge to Utah Department of Corrections, and as mentioned above this will not be evaluated in the Cost Component of this Request for Proposal) 21 March 202421 March 202421 March 202421 March 202421 March 2024 Product Line Items Product Line Items There are no Items added to this event. 21 March 202421 March 202421 March 202421 March 2024 Service Line Items Service Line Items 1. # Item Name, Commodity Code, Description Allow Alternates Qty. UOM Requested Service Delivery S1 Envelope Letters - 1 In order to be considered as a responsive bid, please provide a cost for each item listed , if there is "no cost "enter $0.00 All inclusive bid on the cost per item to include shipping and handling charges. S2 Postcards - 1 In order to be considered as a responsive bid, please provide a cost for each item listed , if there is "no cost "enter $0.00 All inclusive bid on the cost per item to include shipping and handling charges. S3 Cards - 1 In order to be considered as a responsive bid, please provide a cost for each item listed , if there is "no cost "enter $0.00 All inclusive bid on the cost per item to include shipping and handling charges. S4 Photos - 1 In order to be considered as a responsive bid, please provide a cost for each item listed , if there is "no cost "enter $0.00 All inclusive bid on the cost per item to include shipping and handling charges. S5 Legal Mail - 1 In order to be considered as a responsive bid, please provide a cost for each item listed , if there is "no cost "enter $0.00 All inclusive bid on the cost per item to include shipping and handling charges. S6 Software System (If applicable) 1 In order to be considered as a responsive bid, please provide a cost for each item listed , if there is "no cost "enter $0.00 All inclusive bid on the cost per item to include shipping and S7 Training or Additional Training 1 In order to be considered as a responsive bid, please provide a cost for each item listed , if there is "no cost "enter $0.00 All inclusive bid on the cost per item to include shipping and handling charges. S8 Implementation, Installation, or other IT Charges 1 In order to be considered as a responsive bid, please provide a cost for each item listed , if there is "no cost "enter $0.00 All inclusive bid on the cost per item to include shipping and handling charges. 2. Bulk Mail # Item Name, Commodity Code, Description Allow Alternates Qty. UOM Requested Service Delivery S1 Bulk Mail 1 Bulk mail consists of periodicals, newspapers, magazines and other publications. These items do not need to be scanned/copied just a courtesy reviewed for drugs and then sent to the Utah State Correctional Facility and Central Utah State Correctional Facility packaged as “bulk mail” In order to be considered as a responsive bid, please provide a cost for each item listed , if there is "no cost "enter $0.00 All inclusive bid on the cost per item to include shipping and handling charges. 21 March 202421 March 202421 March 2024