The vendor is required to provide comprehensive, innovative, and secure solutions for a range of prison services, including tablets, media content, commissary, education systems, virtual programming, phone call management, and more.
- The potential capabilities of their offerings and determine the best approach to meet the needs of our organization.
• Tablets and related services
• Media content management
• Commissary services
• Education and learning management systems
• Virtual programming
• phone call services and related reporting
• Communication services
• Video visits
• ADA accessibility
• Electronic publications (magazines and newspapers
• Electronic health record compatibility, portal accessibility and sick call form submission
• Network infrastructure and maintenance/customer service
- Service areas and requirements:
1. Tablets and related services
• Tablet surplus maintenance: describe your company’s ability to manage tablet surplus, including any repair and replacement strategies, lifecycle management, and the approach to hardware upgrades.
• Usage and issue monitoring: provide details on systems available for real-time usage monitoring and issue tracking, including software for tablet condition assessments, app usage, and operational uptime.
• Device security: provide how tablet solutions will meet the required security protocols including HIPAA and 42 cfr, including encryption and user access control. platforms must prohibit access to the internet.
2. Media on tablets (movies, music, radio, books, magazines)
• Content management and transfer: provide how content migration is handled across accounts when there is a vendor migration and outline your company’s approach for moving purchased content (e.g., movies, radio, music, books, magazines, newspapers).
• Content curation and access: what options are available for curating and providing ongoing access to media content that aligns with doc regulations. please provide information on how your company prohibits access to the internet.
• Content licensing: detail how your company’s media content licenses work in a correctional facility environment and any restrictions related to content access.
3. Commissary services
• Product ordering systems: describe the technology solutions for commissary ordering, including canteen items, clothing, appliances, and religious items.
• User experience and interface: how will your solution ensure that users (incarcerated individuals) and facility staff have a seamless, intuitive ordering experience? please provide information on how your company prohibits access to the internet.
4. Education and learning management system
• Learning management system (LMS): provide an overview of your company’s learning management system and how it can support inmate education.
• LexisNexis access: please provide if your system includes LexisNexis or a comparable legal research database.
• Course management and reporting: how does your company facilitate the creation, tracking, and reporting of inmate education progress?
5. Virtual programming
• Recidivism reduction programming integration: describe how your solution can work alongside our current recidivism reduction programming vendor.
• Correctional laptops for education and programming: explain your company’s approach to providing secure access to correctional laptops for education and programming, including any device management capabilities.
6. Phone calls and reporting
• Call management and reporting: provide information detailing any systems that can generate reports on calls made per month via tablet versus wall phones.
• Tablet and phone restrictions: provide information on your company’s solution on how tablet sharing restrictions and limitations are handled when an inmate is on a restriction for phone or tablet usage.
• Security for phone calls: detail your company’s phone call security features, including any ai-based live monitoring.
7. Communication systems (text, email, etc.)
• Communication tools: describe your company’s solution for incarcerated individual communication including text and email capabilities, and how it integrates with other facility systems.
• Security and monitoring: how are incarcerated individual communications monitored for compliance with doc regulations including contact elimination, additions and/or re-adds.
8. Video visits
• Video visit capabilities: outline your company’s video visit platform and its compliance with doc requirements including scheduling, monitoring, and security features.
• Accessibility: please provide information regarding what features are available to ensure that video visits are accessible to all users, including those with disabilities.
9. CAPTEL (captioned telephones)
• CAPTEL services: describe your company’s ability to provide CAPTEL services, including technical specifications, integration with existing infrastructure, and ADA compliance.
• Accessibility features: please provide information on how your company meets ADA accessibility requirements for those with hearing impairments.
10. Access to health records and submission to health provider staff
• Health record access: please provide information on how your company’s solution will allow incarcerated initials secure access to health records.
• Form submission to health providers: please provide information on how your company’s process for submitting health-related forms to medical staff within the facility, including but not limited to sick call requests and releases of information, with an outline. please provide information on how your company prohibits access to the internet.
11. Network infrastructure and security
• Network security: provide an overview of the network security measures your solution employs, including encryption, firewalls, and data protection standards.
• Network expansion and integration: how can your solution integrate with and expand the current existing departmental network(s)?
• Network management: detail how your company’s network solution allows for ongoing monitoring and maintenance, including remote diagnostics and onsite technician availability.
12. Network maintenance and support
• Remote and on-site support: describe your company’s approach to network maintenance, including dedicated resources to monitor the network remotely and the process for dispatching onsite technicians according to a detailed service level agreement (SLA).
• SLA and response times: provide an example SLA, including response times for critical issues, support hours, and escalation procedures.