09_Exhibit_4_-_Mandatory_Requirements_and_Scope_of_Work_.docx

Exhibit 4 - Scope of Work Exhibit 4 – Scope of Work

ODOC Inmate Communications System Table of Contents Category Page Mandatory Requirements

1. Requirements 1

Scope of Work

5. ODOC-Issued Officer Tablets 5

9. Inmate Telephone, Electronic Mail and Video Visitation Data Processing and AI-Enabled Analysis System 24

10. External Data Processing and AI-Enabled Analysis System 27

11. Cell Phone Detection and Jamming System 29

12. Unmanned Aerial Vehicle (UAV)/Drone Detection System 31

13. Digital Intelligence Collection Platform 34

Mandatory Requirements Bidders must respond to all sections of the mandatory requirements below.

1. Requirements

1.1. The contractor shall provide a turnkey system to operate and maintain a web-based fully hosted and centralized inmate communications system (ICS) for all ODOC facilities listed in Exhibit 5 – Facility Information. The ICS shall include, but is not limited to, the components and services listed below.

Pricing for each category shall be proposed on Exhibit 7 – Pricing and shall be all‑inclusive of all costs to provide the category, including licensing, hosting, implementation, configuration, training, user support, maintenance, upgrades and any ancillary fees.

If a category is offered at no cost, the bidder shall enter $0.00 for that category on Exhibit 7.

Contractors are not required to submit a bid response for any category that their company does not offer to remain eligible for award consideration, but ODOC prefers to make a single award under this solicitation.

1.1.1. ODOC-Issued Officer Tablets

1.1.2. Inmate Telephone System

1.1.3. Inmate Kiosks

1.1.4. Inmate Tablets

1.1.5. Inmate Telephone, Electronic Mail and Video Visitation Data Processing and AI-Enabled Analysis System

1.1.6. External Data Processing and AI-Enabled Analysis System

1.1.7. Cell Phone Detection and Jamming System

1.1.8. Unmanned Aerial Vehicle (UAV)/Drone Detection System

1.1.9. Digital Intelligence Collection Platform

1.1.10. Inmate Digital Mail Services

1.2. As part of this contract, upon release, the contractor shall provide each inmate with a no-cost discharge card with all available inmate funds.

1.3. At any time during the agreement period of the contract, ODOC has the right to add, remove, expand, consolidate, relocate or separate any facilities.

1.4. The contractor understands that all services provided are the sole responsibility of the contractor and that ODOC will provide oversight that all services are being met to ODOC’s satisfaction.

1.5. All expenses incurred by the contractor or its personnel are the sole responsibility of the contractor.

1.6. This contract may be amended at any time in accordance with applicable Federal Communications Commission (FCC) rulings.

1.7. The contractor shall maintain a comprehensive inventory of all assets (issued and on‑hand) to be provided electronically to the ODOC Chief Financial Officer and the ODOC Administrator of Contracts & Acquisitions initially and within three business days of any changes for the duration of the contract.

1.8. All software security-related updates, upgrades, patches and/or workarounds shall be included at no additional cost throughout the contract term.

1.9. The contractor’s system shall integrate/interact with existing/future ODOC systems as needed. Current systems and suppliers are listed as follows:

1.9.1. Offender Management System – Marquis Software

1.9.2. Electronic Health Records – Medunison but is transitioning to Marquis Software.

1.9.3. Inmate Banking System – Advanced Technology Group

1.9.4. Commissary – Keefe Group

1.9.5. Reloadable Debit Card - JPay

1.10. The contractor shall comply with all ODOC-related policies and procedures https://oklahoma.gov/doc/legal-services/policies-and-procedures.html) including, but not limited to:

1.10.1. OP-030114 – Use of Securus Wireless Devices

1.10.2. OP-030115 – Access to Courts/Law Libraries

1.10.3. OP-030119 – Inmate Telephone Privileges

1.10.4. OP-020700 – Oklahoma Department of Corrections Data System Management

1.10.5. OP-120230 – Offender Banking System

1.11. Any integration, infrastructure, or interoperability necessary for ODOC to fully utilize the system for its intended purpose shall be included within the scope of this contract. No separate Statement of Work will be issued for such requirements.

1.12. The contractor shall submit detailed documentation demonstrating compliance for all services except for the “Inmate Digital Mail Services” with the following:

1.12.1. Project timeline

1.12.2. Planning (site plan by facility)

1.12.3. Project technical system documentation

1.12.4. Detailed system design specifications

1.12.5. Descriptions of all hardware and software

1.12.6. Operating instructions

1.12.7. Physical footprints

1.12.8. Power and electrical implementation

1.12.9. Manufacturer/brand and model numbers for all proposed hardware

1.12.10. Security plan documentation

1.12.11. Risk log with mitigation strategy

1.12.12. Staffing plan – number of staff dedicated to the project by job title and job description

1.12.13. Contractor’s expectations of both itself and ODOC

1.12.14. Training strategy – ODOC system administrators, ODOC staff managing inmate tablets, inmate population, etc.

1.12.15. Test plan

1.12.16. Acceptance and delivery

1.12.17. Database management

1.12.18. Inmate enrollment

1.12.19. System maintenance and support

1.12.20. To be considered for the inmate telephone system, inmate kiosks and inmate tablets, the contractor may submit a program consisting of commission payments to ODOC on those applications not regulated by the FCC.

1.12.20.1. Current historical usage for these categories is provided on Exhibit 6 – Non-Regulated FCC Categories.

Bidder has read, acknowledges and agrees to meet requirement(s): YES ☐ NO ☐ Bidder has attached all required documentation in accordance with 1.12.: YES ☐ NO ☐

2. Contractor Background Requirements

2.1. To be considered for the inmate telephone system, inmate kiosks and inmate tablets, the contractor shall have a minimum of three years documented experience service in private, federal, state correctional systems and/or county jails of similar scope with these systems.

2.1.1. The contractor shall submit documentation demonstrating previous successful experience with at least three such programs. To substantiate the supplier’s successful completion of similar programs, appropriate contact names, current telephone numbers and e-mail addresses must be included with bid response.

Bidder has read, acknowledges and agrees to meet requirement(s): YES ☐ NO ☐ Bidder has attached all required documentation in accordance with 2.1.1. YES ☐ NO ☐

3. Regulatory Requirements

3.1. The contractor shall adhere to and be solely responsible for compliance with all municipal, State of Oklahoma and Federal requirements for all systems throughout the contract duration.

Bidder has read, acknowledges and agrees to meet requirement(s): YES ☐ NO ☐

4. Information Technology Requirements.

4.1. The contractor shall provide all hardware, software, connectivity, cabling (including fiber), circuits and supporting infrastructure required to ensure continuous operations at all facilities.

4.2. Interfacing with any current or future ODOC software is the contractor’s sole responsibility.

4.3. All hardware and software shall be approved by and will be managed by the Oklahoma Office of Management & Enterprises Services (OMES) and ODOC.

4.4. All maintenance, repairs and replacement of hardware shall be at the contractor’s expense, unless stated in other contract requirements.

4.5. The contractor shall provide a plan for transferring data to ODOC prior to the contract expiration, termination or cancellation. This plan shall be approved by OMES and ODOC.

4.6. The contractor shall keep an on-going inventory report of all hardware and software to include but not limited to:

4.6.1. Description

4.6.2. Manufacturer/Brand/Model number

4.6.3. Serial number

4.7. The contractor may utilize, if available, existing ODOC-owned infrastructure (including, but not limited to, wireless access points, cabling, conduit, raceways and inside wiring) with prior written approval from OMES and ODOC.

4.8. No exposed wiring will be permitted. Ownership of any wiring or conduit placed under this contract by the contractor shall become ODOC’s property upon termination and/or expiration of the contract.

4.9. The contractor agrees that if any cable work is required as part of any installation, all new cables will be used and marked clearly/legibly at both ends. The cable shall also meet all applicable Electronics Industries Alliance/Telecommunications Association (EIA/TIA) wiring standards for commercial buildings.

4.10. The contractor shall restore to original condition any damage to ODOC property caused by maintenance or installation personnel associated with the contractor, including repairs to walls, ceilings, etc.

4.11. The contractor shall indicate any environmental conditions required for its equipment, such as air conditioning or heating necessary. The contractor shall be required to supply the necessary heating or cooling system if one is required.

4.12. The contractor’s equipment shall be correctional-grade and tamper-proof with no removable parts.

4.13. The contractor’s equipment shall be capable of recovering from a power outage automatically or remotely once commercial power has been restored.

4.14. The contractor shall fully support any enhancements, modifications, feature additions, bug fixes, security updates, or other functional changes for all contractor-provided software/applications and ODOC‑provided inmate applications deployed on contractor‑provided tablets or kiosks and ODOC-issued tablets throughout the duration of the contract.

4.14.1. Support includes but is not limited to: application distribution and versioning; testing, validation and configuration activities; mobile device management updates; security review assistance; deployment (“push”) to tablets; rollback and recovery support and ensuring ongoing compatibility with the contractor’s platform.

4.15. The contractor’s wireless network shall supply all connectivity and bandwidth necessary for ODOC‑issued tablets and its software for operational use. This service shall be provided with little to no impact on inmate connectivity.

4.15.1. ODOC-issued devices will be utilized, at a minimum, for the following:

4.15.1.1. Security operations, including counts and movement verification.

4.15.2. Wireless access shall be logically segmented to maintain security separation between inmate devices and ODOC-issued devices.

4.15.3. The contractor’s network access for ODOC shall only apply to ODOC-issued tablets and not include workstations.

4.15.4. Wireless access for ODOC-issued tablets shall be available facility-wide where operationally required.

Bidder has read, acknowledges and agrees to meet requirement(s): YES ☐ NO ☐ Solicitation Number: EV00000939 Company Name: ______________________ Contact Name: ______________________

Scope of Work

5. ODOC-Issued Officer Tablets

5.1. General Requirements

5.1.1. The contractor shall supply and support approximately 1,800 ODOC-issued officer tablets for operational, security, medical and contraband-detection purposes across all ODOC facilities.

5.1.2. ODOC-issued officer tablet functionality and network access shall be considered core operational requirements of this contract.

5.1.3. Officer tablets may be used, at a minimum, for the following ODOC operational functions:

5.1.3.1. Security operations, including counts and movement verification.

5.1.3.2. Accessing video management systems (VMS) for real-time monitoring and review.

5.1.3.3. Cell and living-unit assessment.

5.1.3.4. Medical and mental health assessments conducted by ODOC-authorized staff.

5.1.3.5. Contraband detection, interdiction and documentation efforts.

5.1.4. The contractor shall ensure functional parity across platforms where technically feasible and shall not restrict ODOC applications to a single device type.

5.1.5. The contractor shall provide an ODOC‑approved digital logbook application capable of securely recording all zone checks, fire watches, duty rounds, security checks, officer inspections and any other activities currently documented in a physical logbook. The application shall require biometric authentication, identification scanning or another ODOC‑approved verification methods to validate and record each action.

5.2. Training

5.2.1. The contractor shall provide new and on-going training (if needed), in-person or web-based, to all authorized ODOC staff personnel at all ODOC facilities where the equipment is installed. All initial training shall be in-person.

5.2.2. The contractor shall provide training manuals to all authorized ODOC staff. Manuals shall be provided in electronic format.

5.3. Maintenance

5.3.1. The contractor shall provide a maintenance and service plan to include frequency and speed of maintenance. The downtime shall not exceed 24 hours unless there is a documented delay has been approved by ODOC.

5.3.2. The contractor shall provide support for the equipment Monday through Friday 8:00 am CT to 5:00 pm CT for ODOC staff.

5.3.3. The contractor shall provide a toll-free number for ODOC to call for support.

5.3.4. The contractor shall provide a detailed plan for ODOC support during non-business hours.

5.3.5. The contractor shall provide continuous online diagnostics and continuous supervision as well as local remote offline control access for repair.

5.3.5.1. Should a tablet be deemed in need of repair or replacement, the contractor shall deliver a replacement device within three business days of the diagnosis.

5.3.6. The contractor shall provide support for all tickets as they are opened, updated and closed by field technicians, providing details to show the problem and final resystem of said problem.

5.3.6.1. The contractor shall document each ticket with detailed information describing the issue, actions taken and the final resolution.

5.3.6.2. The contractor shall submit an electronic monthly report of all tickets in an acceptable format to the ODOC Chief Financial Officer and ODOC Administrator of Contracts & Acquisitions no later than the 7th day of the following month.

5.3.7. The contractor shall provide authorized ODOC staff with a complete list of office and cell phone numbers for its contractors/subcontractors.

5.3.8. The contractor shall provide a sample service level agreement to detail their escalation plan, onsite repair time, method and proposed level of service for all facilities, detailing their ability to handle emergency situations.

5.3.9. The contractor shall provide a copy of its current repair procedure policy for both normal maintenance and repair outages as it relates to this contract.

6. Inmate Telephone System

6.1. General Requirements

6.1.1. The contractor shall provide the inmate telephone system with artificial intelligence (AI) technology that is fully supported by infrastructure and has the capability to provide specific services such as secure and real-time monitoring of inmate telephone calls.

6.1.1.1. The technology shall perform automated analysis of all telephone calls against an ODOC‑approved predetermined dataset, utilizing pattern‑matching and data‑correlation mechanisms. Upon detection of any dataset‑aligned indicators, the system shall generate and transmit real‑time notifications to designated ODOC staff.

6.1.1.2. The system shall support user‑initiated queries and statements and generate system responses based on the analysis of ODOC‑uploaded data.

6.1.1.3. The system shall provide a cloud‑based administrative dashboard that enables authorized users to access, manage and interact with all system functions.

6.1.1.4. The system shall impose no limits on the volume of data uploaded, analyzed, evaluated, stored, requested or downloaded through the platform.

6.1.1.5. The system provider shall support an unlimited number of authorized users and facilities without degradation of performance or functionality.

6.1.2. The contractor shall provide all support to any software necessary to always ensure the provision of services throughout the duration of the contract.

6.1.3. The contractor shall be responsible for all equipment in the telephone system in its entirety or its individual components including, but not limited to:

6.1.3.1. Normal wear/use

6.1.3.2. Inmate abuse

6.1.3.3. Natural disaster

6.1.4. The telephone system shall be capable of providing all operational features and system requirements applicable to all calls placed, including local, long-distance and international.

6.1.5. The contractor shall ensure that the telephone system provides reception quality equal to or greater than the highest level of quality offered to the general public and will meet all industry standards for service quality as defined by ODOC.

6.1.6. The telephone system will be restricted to outgoing calls only and will not process incoming calls at any time.

6.1.7. ODOC staff shall have the ability to authorize times when the telephone system is operational on a facility-by-facility basis.

6.1.8. ODOC staff shall have the ability to deactivate all telephone services when deemed necessary.

6.1.9. ODOC staff shall be able to limit the duration of a call based on ODOC-issued inmate ID number.

6.1.10. The telephone system provided will not be capable of being detected by the calling party for caller identification.

6.1.11. The telephone system shall prohibit access to 411 information services.

6.1.12. The telephone system shall prohibit access to designed ODOC telephone numbers.

6.1.13. The contractor shall establish an inmate account on the telephone system that includes, but is not limited to:

6.1.13.1. ODOC inmate number. These numbers are generated by the ODOC ICON system and will be provided to the contractor daily.

6.1.13.2. The contractor shall provide each inmate with the ability to choose a password and how to reset said password for logging into the telephone system.

6.1.13.3. No calls may be made without an ODOC inmate logging into the system.

6.1.13.4. Once an inmate is released, the telephone system ODOC-issued inmate ID number and password shall be inactivated.

6.1.14. The contractor shall provide authorized ODOC staff remote access to the telephone system in real-time. These staff shall have the ability to enter, delete or modify any inmate’s telephone access.

6.1.15. The contractor shall provide accommodations to comply with the Americans with Disabilities Act (ADA).

6.1.16. The telephone system shall process calls, at a minimum, in English and Spanish.

6.1.17. The inmate shall be able to select the preferred language utilizing a simple one- or two-digit code.

6.1.18. During the call setup process, the telephone system shall provide a pre-recorded announcement identifying that the call is coming from a specific inmate at the applicable facility.

6.1.19. All collect calls, debit and pre-paid calls shall be clearly identified as a collect call to the called party.

6.1.20. Call acceptance by the called party shall be accomplished for all collect, debit and pre-paid calls through caller confirmation (positive acceptance). Voice recognition is not an acceptable method for positive call acceptance. The telephone system shall be able to recognize and distinguish, but not limited to, the following:

6.1.20.1. Standard or irregular busy signals

6.1.20.2. Standard or irregular ringing signals

6.1.20.3. Answering machines/voice mail

6.1.20.4. Cellular telephones

6.1.20.5. Operator intercepts

6.1.20.6. Quick disconnects

6.1.20.7. Chain dialing

6.1.20.8. No voice from called party

6.1.21. If a call is not completed, the telephone system shall provide a recording back to the caller indicating why a call was not completed.

6.1.22. The contractor must unblock a telephone number that was originally restricted to non-payment after payment(s) has been made in real-time or near real-time.

6.2. Monitoring Requirements

6.2.1. Each completed call from the telephone system, except with a registered attorney, shall include a pre-recorded announcement that the call is subject to monitoring and recording. The pre-recorded announcement will be random, but no less than one time within the first 10 seconds of the call and a minimum of three times in a 30-minute telephone call.

6.2.2. The telephone system shall provide a call alert and notification feature if a suspicious event has occurred. A notification is an email or telephone call to authorized ODOC staff. The event can include, but is not limited to:

6.2.2.1. A certain inmate placing a call

6.2.2.2. A certain telephone number is called

6.2.2.3. An unauthorized call to a prohibited ODOC telephone number is attempted

6.2.3. The telephone system shall have a system network status monitoring component within the system. The system shall have a green status for normal operations and red status for failed operation. The system monitoring component shall include, but is not limited to:

6.2.3.1. Calls

6.2.3.2. Processor equipment

6.2.3.3. Call monitoring equipment

6.2.3.4. Call recording equipment

6.2.3.5. Telephone station equipment

6.2.3.6. Network circuit connections

6.2.4. The contractor shall provide authorized ODOC staff access to the following, but not limited to:

6.2.4.1. A data record of all transactions through the telephone system.

6.2.4.2. A recording of every telephone call on standard media in an acceptable format (mp3, wav, etc.)

6.2.5. The ability to search the contractor’s database either individually or a combination of shall include the following, but not limited to:

6.2.5.1. Inmate name

6.2.5.2. ODOC-issued inmate ID number

6.2.5.3. Certain time period (date/time)

6.2.5.4. Telephone number

6.2.5.5. Unit location

6.2.5.6. Length of call

6.2.5.7. Keywords or phrases

6.2.6. The telephone system shall provide an ODOC-approved alert that will notify ODOC staff with certain keywords and/or phrases that are identified during the recording of the telephone calls.

6.2.7. Data Storage

6.2.7.1. The contractor shall perform all database backups and archiving to including all call records, telephone system programming and call recordings over the duration of the contract.

6.2.7.2. The contractor shall provide full telephone system programming backup in real-time to include, but not limited to:

6.2.7.2.1. All call restrictions

6.2.7.2.2. ODOC-issued inmate ID number

6.2.7.2.3. Recorded inmate name

6.2.7.2.4. Telephone system prompts

6.2.7.2.5. Other telephone system operating database information.

6.2.7.3. The contractor shall provide full telephone system and call record backup from each ODOC location daily.

6.2.7.4. The contractor shall provide full telephone system inmate call recording backup in real time.

6.2.7.5. The contractor shall agree that ODOC retains ownership of all ODOC archived information, call details, inmate records, call recordings, etc., associated with the telephone system.

6.2.7.6. The telephone system shall store all call records, including all attempted and completed calls.

6.2.7.7. The contractor is required to store telephone system data throughout the duration of the contract and/or successful transfer of data to authorized ODOC staff. Call records shall be available for a minimum of 12 months online and 60 months offline. Offline records will be made in a format acceptable to ODOC.

6.2.7.7.1. The contractor shall submit an electronic monthly report of all call records in an acceptable format to the ODOC Chief Financial Officer no later than the 7th day of the following month.

6.2.7.8. The contractor shall provide a Disaster Recovery Plan and Continuity of Operations Plan with bid response.

6.3. Training

6.3.1. The contractor shall provide new and on-going training (if needed), in-person or web-based, to all authorized ODOC staff personnel and the inmate population at all ODOC facilities where the equipment is installed.

6.3.2. The contractor shall provide training manuals to all authorized ODOC staff. Manuals shall be provided in electronic format.

6.4. Maintenance

6.4.1. The contractor shall provide a maintenance and service plan to include frequency and speed of maintenance. The downtime shall not exceed 24 hours unless there is a documented delay that has been approved by ODOC.

6.4.2. The contractor shall provide support for the equipment Monday through Friday 8:00 am CT to 5:00 pm CT for ODOC staff.

6.4.3. The contractor shall provide a toll-free number for ODOC to call for support.

6.4.4. The contractor shall provide a detailed plan for ODOC support during non-business hours.

6.4.5. The contractor shall provide continuous online diagnostics and continuous supervision as well as local remote offline control access for repair.

6.4.5.1. Should a tablet be deemed in need of repair or replacement, the contractor shall deliver a replacement device within three business days of the diagnosis, unless there is a documented delay that has been approved by ODOC.

6.4.6. The contractor shall provide support for all tickets as they are opened, updated and closed by field technicians, providing details to show the problem and final resystem of said problem.

6.4.6.1. The contractor shall document each ticket with detailed information describing the issue, actions taken and the final resolution.

6.4.6.2. The contractor shall submit an electronic monthly report of all tickets in an acceptable format to the ODOC Chief Financial Officer and ODOC Administrator of Contracts & Acquisitions no later than the 7th day of the following month.

6.4.7. The contractor shall submit an electronic monthly report of all tickets in an acceptable format to the ODOC Chief Financial Officer and ODOC Administrator of Contracts & Acquisitions no later than the 7th day of the following month.

6.4.8. The contractor shall provide a sample service level agreement to detail their escalation plan, onsite repair time, method and proposed level of service for all facilities, detailing their ability to handle emergency situations.

6.4.9. The contractor shall provide a copy of its current repair procedure policy for both normal maintenance and repair outages as it relates to this contract.

7. Inmate Kiosks

7.1. Minimum Requirements

7.1.1. Turnkey provision of all hardware and software.

7.1.2. Touchscreen preferred with a durable security keyboard acceptable (ADA/disabled access).

7.1.3. Standalone, correctional-grade and tamper-proof.

7.2. Software/Applications

7.2.1. The contractor shall provide various applications for inmate use, including but not limited to those listed herein. ODOC reserves the right to accept or reject any applications it deems necessary. Additionally, the contractor shall ensure functional parity across platforms where technically feasible and shall not restrict ODOC inmate applications to a single device type.

7.2.2. Inmate Telephone System – seamless integration.

7.2.3. Inmate Video Visitation - The system shall have the following abilities, but not limited to:

7.2.3.1. Display on screen message to inmate and party called that video calls may be monitored and recorded.

7.2.3.2. Ability for inmates to place outgoing video calls.

7.2.3.3. Video recording

7.2.3.4. Video Relay Service (VRS) for hearing/impaired inmates.

7.2.3.5. Prevent 3-way calls

7.2.3.6. Preventing incoming calls

7.2.3.7. Prevent 911 calls

7.2.3.8. Not display a call history or call log to inmates.

7.2.3.9. The system shall allow ODOC the following abilities, but not limited to:

7.2.3.9.1. Allow designated ODOC staff to manage visits, including visitation hours, time slots, scheduling, recording and monitoring.

7.2.3.9.2. Allow ODOC staff to monitor real-time and terminate the call, if deemed necessary.

7.2.3.9.3. A data record of all calls through the video visitation system.

7.2.3.9.4. A recording of every video visitation call on standard media in an ODOC approved format (mp4, avi, etc.).

7.2.3.10. The ability to search a database either individually or a combination of shall include the following, but not limited to:

7.2.3.10.1. Inmate name

7.2.3.10.2. ODOC-issued inmate ID number

7.2.3.10.3. Certain time period (date/time)

7.2.3.10.4. Telephone number

7.2.3.10.5. Unit location

7.2.3.10.6. Length of call

7.2.3.10.7. Keywords or phrases

7.2.3.11. The technology shall perform automated analysis of all video visitation calls against an ODOC‑approved predetermined dataset, utilizing pattern‑matching and data‑correlation mechanisms. Upon detection of any dataset‑aligned indicators, the system shall generate and transmit real‑time notifications to designated ODOC staff.

7.2.3.12. The system shall support user‑initiated queries and statements and generate system responses based on the analysis of ODOC‑uploaded data.

7.2.3.13. The system shall provide a cloud‑based administrative dashboard that enables authorized users to access, manage and interact with all system functions.

7.2.3.14. The system shall impose no limits on the volume of data uploaded, analyzed, evaluated, stored, requested or downloaded through the platform.

7.2.3.15. The system provider shall support an unlimited number of authorized users and facilities without degradation of performance or functionality.

7.2.3.16. The contractor shall submit an electronic monthly report of all call records in an acceptable format to the ODOC Chief Financial Officer and ODOC Administrator of Contracts & Acquisitions no later than the 7th day of the following month.

7.2.4. Education (no-cost to the inmate population)

7.2.4.1. An ODOC-approved Learning Management System (LMS) with enrollment, managing participation, virtual classrooms and the ability to upload and manage third‑party educational content.

7.2.4.2. High school equivalency preparation courses

7.2.4.3. Life skill courses

7.2.4.4. Self-assessment courses

7.2.4.5. The capability to transmit distance-learning materials as required for inmate education, certification and degree-granting coursework

7.2.4.6. The ability for ODOC‑approved educational institutions to deliver content through Application Programming Interfaces (API), Sharable Content Object Reference Model (SCORM) packages or other secure web portals, with no associated cost to inmates, ODOC or ODOC‑affiliated educational partners.

7.2.4.7. Support for both live (synchronous) and asynchronous course delivery, including assignment submission and instructor feedback.

7.2.4.8. Secure video‑streaming capabilities for lectures, instructional sessions and other rich‑media educational content

7.2.4.9. Ability for ODOC staff to track inmate progress, allowing them to assign ODOC-specific content and the following at a minimum:

7.2.4.9.1. Automated notifications and reminders to learners for registering

7.2.4.9.2. Permit individual and batch enrollment

7.2.4.9.3. Manual and automatic assignment of learning plans

7.2.4.9.4. Assignment tracking and scheduling

7.2.4.9.5. Continuing education and certification tracking

7.2.4.9.6. Calendars showing courses and assignments

7.2.4.9.7. Assess learning roster for an enrolled class

7.2.4.9.8. Manually edit tracking and completion data for a learner

7.2.4.9.9. Ability to create an appointment in a calendar (e.g. Microsoft Outlook) when a learner signs up for a course.

7.2.4.9.10. Access control to system and data

7.2.4.9.11. Secure login and authorization

7.2.4.9.12. Select language preference

7.2.4.9.13. Create individual learning plans with completion due dates

7.2.4.9.14. Create tests, exercises and surveys

7.2.4.9.15. Set parameters for tests and exercises (e.g. time limit, attempts allowed, what a passing score is, multiple response formats, etc.)

7.2.4.9.16. Ability to export scores into an ODOC-acceptable format for review.

7.2.5. Electronic Mail

7.2.5.1. The technology shall perform automated analysis of all electronic mail against an ODOC‑approved predetermined dataset, utilizing pattern‑matching and data‑correlation mechanisms. Upon detection of any dataset‑aligned indicators, the system shall generate and transmit real‑time notifications to designated ODOC staff.

7.2.5.2. The system shall support user‑initiated queries and statements and generate system responses based on the analysis of ODOC‑uploaded data.

7.2.5.3. The system shall provide a cloud‑based administrative dashboard that enables authorized users to access, manage and interact with all system functions.

7.2.5.4. The system shall impose no limits on the volume of data uploaded, analyzed, evaluated, stored, requested or downloaded through the platform.

7.2.5.5. The system provider shall support an unlimited number of authorized users and facilities without degradation of performance or functionality.

7.2.5.6. All electronic mail must be stored by the contractor with the ability to transfer to ODOC if requested.

7.2.5.7. All electronic mail shall have ability to track messaging history by various factors, including but not limited to:

7.2.5.7.1. Send date and time

7.2.5.7.2. Sender name and Internet Protocol (IP) address

7.2.5.7.3. Recipient name

7.2.5.8. Internal communications routing between ODOC staff and inmates at no-cost to the inmate population for various operational functions including, but not limited to

7.2.5.8.1. General inquiries

7.2.5.8.2. Medical appointments (to include general physician, mental health, eye doctor, dental, etc.)

7.2.5.8.3. Pharmacy refill orders

7.2.5.8.4. Access to ODOC-approved forms and documents.

7.2.5.9. External mail from third parties (friends, family, etc.).

7.2.5.9.1. ODOC staff shall have the ability to include, but not limited to:

7.2.5.9.1.1. Restrict sending and receiving parties.

7.2.5.9.1.2. Editable keyword search compatibles on incoming and outgoing messages.

7.2.5.9.1.3. Capability to manage electronic messages at either a facility level or agency level.

7.2.5.9.1.4. Ability to print messages and/or photos as deemed necessary.

7.2.5.10. Incoming photos and videos

7.2.5.10.1. The system shall allow for separate views of messages, photos and videos as well as the ability to reject/accept photos/videos

7.2.6. Inmate Commissary (no-cost to the inmate population)

7.2.6.1. Inmates shall be able to place commissary orders and view receipts of commissary orders from tablets and kiosks.

7.2.7. Inmate Banking (no-cost to the inmate population)

7.2.7.1. Inmates shall be able to see their available balance of their accounts from tablets and kiosks.

7.2.7.2. Inmates shall be able to submit requests for withdrawals/fund disbursements.

7.2.8. Inmate Legal Services (no-cost to the inmate population)

7.2.8.1. Legal materials in accordance with American Correctional Association (ACA) standard 4-ALDF-6A-03 and, at a minimum, include the following

7.2.8.1.1. State of Oklahoma and federal constitutions

7.2.8.1.2. State of Oklahoma statutes

7.2.8.1.3. State of Oklahoma decisions

7.2.8.1.4. Procedural rules and decisions and related commentaries

7.2.8.1.5. Federal case law

7.2.8.1.6. Court rules

7.2.8.1.7. Practice treatises

7.2.8.1.8. Citators

7.2.8.1.9. Legal periodicals

7.2.8.2. Access to ODOC-approved legal forms, filings and procedural guidance.

7.2.8.3. Offline access to legal materials in any location where network connectivity is unavailable.

7.2.8.4. Accessibility features in compliance with ADA requirements

7.2.8.5. A secure platform for attorney–client communications, where applicable and permitted by law.

7.2.8.5.1. ODOC shall verify and approve any external party to ensure the party is duly recognized, compliant with applicable laws and authorized to perform the intended functions.

7.2.8.5.2. Privilege and Confidentiality

7.2.8.5.2.1. All legal research activity and attorney–client communications conducted through the legal access platform shall be treated as privileged communications.

7.2.8.5.2.2. The contractor shall not:

7.2.8.5.2.2.1. Monitor, record, scan, inspect, analyze or store the contents of legal research activity or attorney-client communications.

7.2.8.5.2.2.2. Perform keyword searches, metadata analysis or behavioral analytics on legal access usage.

7.2.8.5.2.2.3. Route legal content through systems used for monitoring non-privileged inmate communications.

7.2.9. Mental Health Services (no-cost to the inmate population)

7.2.10. Job Readiness Skills Training (no-cost to the inmate population)

7.2.11. Religious content (no-cost to the inmate population)

7.2.12. Re-entry assistance (no-cost to the inmate population)

7.2.13. Language translator

7.2.14. PDF Document Viewing (no-cost to the inmate population)

7.2.15. Court Appearances/Hearings (no-cost to the inmate population)

7.2.16. Books

7.2.17. Music

7.2.17.1. The system shall include, but not limited to:

7.2.17.1.1. Music for sale through downloads and/or streaming.

7.2.17.1.2. It consists of a large variety of titles and genres, all of which are industry-sanitized versions and appropriate for a correctional setting.

7.2.17.1.3. Customize music catalog based on ODOC approval.

7.2.17.1.4. Ability to search for music.

7.2.17.1.5. Ability to catalog inmate songs in a database and provide inmates with the ability to manage their music library, if downloaded.

7.2.18. Games

7.2.19. News

7.2.20. Television Shows/Movies

7.2.21. Podcasts

7.2.22. Troubleshooting and help desk support.

7.2.23. ODOC-owned inmate applications on contractor-provided kiosks.

7.3. Training

7.3.1. The contractor shall provide new and on-going training (if needed), in-person or web-based, to all authorized ODOC staff personnel and the inmate population at all ODOC facilities where the equipment is installed. All initial training shall be in-person.

7.3.2. The contractor shall provide training manuals to all authorized ODOC staff. Manuals shall be provided in electronic format.

7.3.3. The contractor shall provide information pamphlets or a website that will be available to inmate’s friends and family to explain all features and functionalities of the kiosks.

7.4. Maintenance

7.4.1. The contractor shall provide a maintenance and service plan to include frequency and speed of maintenance. The downtime shall not exceed 24 hours unless there is a documented delay that has been approved by ODOC.

7.4.2. The contractor shall provide support for the equipment Monday through Friday 8:00 am CT to 5:00 pm CT for ODOC staff.

7.4.3. The contractor shall provide a toll-free number for ODOC to call for support.

7.4.4. The contractor shall provide a detailed plan for ODOC support during non-business hours.

7.4.5. The contractor shall provide continuous online diagnostics and continuous supervision as well as local remote offline control access for repair.

7.4.6. The contractor shall provide support for all tickets as they are opened, updated and closed by field technicians, providing details to show the problem and final resystem of said problem.

7.4.6.1. The contractor shall document each ticket with detailed information describing the issue, actions taken and the final resolution.

7.4.6.2. The contractor shall submit an electronic monthly report of all tickets in an acceptable format to the ODOC Chief Financial Officer and ODOC Administrator of Contracts & Acquisitions no later than the 7th day of the following month.

7.4.7. The contractor shall provide authorized ODOC staff with a complete list of office and cell phone numbers for its contractors/subcontractors.

7.4.8. The contractor shall provide a sample service level agreement to detail their escalation plan, onsite repair time, method and proposed level of service for all facilities, detailing their ability to handle emergency situations.

7.4.9. The contractor shall provide a copy of its current repair procedure policy for both normal maintenance and repair outages as it relates to this contract.

7.4.10. ODOC shall notify the contractor as soon as possible of any misuse, destruction, damage, vandalism, etc. to the kiosks. ODOC shall not be liable for any misuse, destruction, damage, vandalism, etc.

8. Inmate Tablets

8.1. Minimum Requirements

8.1.1. Corrections-grade device (e.g. tamper-proof seal, transparent housing, etc.)

8.1.2. Compatibility with an external keyboard and headset.

8.1.3. Sufficient quantity of correctional-grade, ruggedized charging carts at each ODOC facility ensuring devices can be fully charged and securely always stored without creating security risks, bottlenecks or excessive wear on devices.

8.1.4. Secure network access.

8.1.5. Allow for the use of ODOC-approved software/applications.

8.1.6. Provide tablets in multiple form factors and adaptive for the sensory disabled.

8.1.7. Free personal cloud storage.

8.1.8. Minimum one-year warranty for manufacturer defects, including parts and labor. The contractor shall provide detailed information regarding the following, but not limited to:

8.1.8.1. Coverage under warranty, to include, but not limited to:

8.1.8.1.1. When is repair considered?

8.1.8.1.2. When is the tablet replaced?

8.1.8.2. Any exclusions related to warranty.

8.1.8.3. Turn-around time for repair/replacement.

8.1.8.4. If extended warranty coverage is an option, at inmate expense.

8.1.9. Inmate(s) will be liable in the case of misuse, destruction, damage, vandalism, etc.

8.2. Software/Applications

8.2.1. The contractor shall provide various applications for inmate use, including but not limited to those listed herein. ODOC reserves the right to accept or reject any applications it deems necessary. Additionally, the contractor shall ensure functional parity across platforms where technically feasible and shall not restrict ODOC inmate applications to a single device type.

8.2.1.1. Education (no-cost to the inmate population)

8.2.1.1.1. An ODOC-approved LMS with enrollment, managing participation, virtual classrooms and the ability to upload and manage third‑party educational content

8.2.1.1.2. High school equivalency preparation courses

8.2.1.1.3. Life skill courses

8.2.1.1.4. Self-assessment courses

8.2.1.1.5. The capability to transmit distance-learning materials as required for inmate education, certification and degree-granting coursework

8.2.1.1.6. The ability for ODOC‑approved educational institutions to deliver content through APIs, SCORM packages or other secure web portals, with no associated cost to inmates, ODOC or ODOC‑affiliated educational partners

8.2.1.1.7. Support for both live (synchronous) and asynchronous course delivery, including assignment submission and instructor feedback

8.2.1.1.8. Secure video‑streaming capabilities for lectures, instructional sessions and other rich‑media educational content

8.2.1.1.9. Ability for ODOC staff to track inmate progress, allowing them to assign ODOC-specific content and the following at a minimum Ability for ODOC staff to track inmate progress, allowing them to assign ODOC-specific content and the following at a minimum:

8.2.1.1.9.1. Automated notifications and reminders to learners for registering

8.2.1.1.9.2. Permit individual and batch enrollment

8.2.1.1.9.3. Manual and automatic assignment of learning plan

8.2.1.1.9.4. Assignment tracking and scheduling

8.2.1.1.9.5. Continuing education and certification tracking

8.2.1.1.9.6. Calendars showing courses and assignments

8.2.1.1.9.7. Assess learning roster for an enrolled class

8.2.1.1.9.8. Manually edit tracking and completion data for a learner

8.2.1.1.9.9. Ability to create an appointment in a calendar (e.g. Microsoft Outlook) when a learner signs up for a course.

8.2.1.1.9.10. Access control to system and data

8.2.1.1.9.11. Secure login and authorization

8.2.1.1.9.12. Select language preference

8.2.1.1.9.13. Create individual learning plans with completion due dates

8.2.1.1.9.14. Create tests, exercises and surveys

8.2.1.1.9.15. Set parameters for tests and exercises (e.g. time limit, attempts allowed, what a passing score is, multiple response formats, etc.)

8.2.1.1.9.16. Confirm inmate’s identity to ensure the inmate completing the program is the one receiving credit

8.2.1.1.9.17. Ability to export scores into an ODOC-acceptable format for review

8.2.1.2. Electronic Mail

8.2.1.2.1. The technology shall perform automated analysis of all electronic mail against an ODOC‑approved predetermined dataset, utilizing pattern‑matching and data‑correlation mechanisms. Upon detection of any dataset‑aligned indicators, the system shall generate and transmit real‑time notifications to designated ODOC staff.

8.2.1.2.2. The system shall support user‑initiated queries and statements and generate system responses based on the analysis of ODOC‑uploaded data.

8.2.1.2.3. The system shall provide a cloud‑based administrative dashboard that enables authorized users to access, manage and interact with all system functions.

8.2.1.2.4. The system shall impose no limits on the volume of data uploaded, analyzed, evaluated, stored, requested or downloaded through the platform.

8.2.1.2.5. The system provider shall support an unlimited number of authorized users and facilities without degradation of performance or functionality.

8.2.1.2.6. All electronic mail must be stored by the contractor with the ability to transfer to ODOC if requested.

8.2.1.2.7. All electronic mail shall have ability to track messaging history by various factors, including but not limited to

8.2.1.2.7.1. Send date and time

8.2.1.2.7.2. Sender name and Internet Protocol (IP) address

8.2.1.2.7.3. Recipient name

8.2.1.2.8. Internal communications routing between ODOC staff and inmates at no-cost to the inmate population for various operational functions including, but not limited to:

8.2.1.2.8.1. General inquiries

8.2.1.2.8.2. Medical appointments (to include general physician, mental health, eye doctor, dental, etc.)

8.2.1.2.8.3. Pharmacy refill orders

8.2.1.2.8.4. Access to ODOC-approved forms and documents.

8.2.1.2.9. External mail from third parties (friends, family, etc.).

8.2.1.2.10. ODOC staff shall have the ability to include, but not limited to:

8.2.1.2.10.1. Restrict sending and receiving parties.

8.2.1.2.10.2. Editable keyword search compatibles on incoming and outgoing messages.

8.2.1.2.10.3. Capability to manage electronic messages at either a facility level or agency level.

8.2.1.2.10.4. Ability to print messages and/or photos as deemed necessary.

8.2.1.2.11. Incoming photos and videos

8.2.1.2.11.1. The system shall allow for separate views of messages, photos and videos as well as the ability to reject/accept photos/videos.

8.2.1.3. Inmate Commissary (no-cost to the inmate population)

8.2.1.3.1. Inmates shall be able to place commissary orders and view receipts of commissary orders from tablets and kiosks.

8.2.1.4. Inmate Banking (no-cost to the inmate population)

8.2.1.4.1. Inmates shall be able to see their available balance of their accounts from tablets and kiosks.

8.2.1.4.2. Inmates shall be able to submit requests for withdrawals/fund disbursements.

8.2.1.5. Inmate Legal Services (no-cost to the inmate population)

8.2.1.5.1. Legal materials in accordance with ACA standard 4-ALDF-6A-03 and, at a minimum, include the following

8.2.1.5.1.1. State of Oklahoma and federal constitutions

8.2.1.5.1.2. State of Oklahoma statutes

8.2.1.5.1.3. State of Oklahoma decisions

8.2.1.5.1.4. Procedural rules and decisions and related commentaries

8.2.1.5.1.5. Federal case law

8.2.1.5.1.6. Court rules

8.2.1.5.1.7. Practice treatises

8.2.1.5.1.8. Citators

8.2.1.5.1.9. Legal periodicals

8.2.1.5.2. Access to ODOC-approved legal forms, filings and procedural guidance.

8.2.1.5.3. Offline access to legal materials in any location where network connectivity is unavailable.

8.2.1.5.4. Accessibility features in compliance with ADA requirements.

8.2.1.5.5. A secure platform for attorney–client communications, where applicable and permitted by law.

8.2.1.5.6. ODOC shall verify and approve any external party to ensure the party is duly recognized, compliant with applicable laws and authorized to perform the intended functions

8.2.1.5.7. Privilege and Confidentiality

8.2.1.5.7.1. All legal research activity and attorney–client communications conducted through the legal access platform shall be treated as privileged communications.

8.2.1.5.7.2. The contractor shall not:

8.2.1.5.7.2.1. Monitor, record, scan, inspect, analyze or store the contents of legal research activity or attorney-client communications.

8.2.1.5.7.2.2. Perform keyword searches, metadata analysis or behavioral analytics on legal access usage.

8.2.1.5.7.2.3. Route legal content through systems used for monitoring non-privileged inmate communications.

8.2.1.6. Mental Health Services (no-cost to the inmate population)

8.2.1.7. Job Readiness Skills Training (no-cost to the inmate population)

8.2.1.8. Religious content (no-cost to the inmate population)

8.2.1.9. Re-entry assistance (no-cost to the inmate population)

8.2.1.10. Language translator

8.2.1.11. PDF Document Viewing (no-cost to the inmate population)

8.2.1.12. Court Appearances/Hearings (no-cost to the inmate population)

8.2.1.13. Books

8.2.1.14. Music

8.2.1.14.1. The system shall include, but not limited to:

8.2.1.14.1.1. Music for sale through downloads and/or streaming.

8.2.1.14.1.2. It consists of a large variety of titles and genres, all of which are industry-sanitized versions and appropriate for a correctional setting.

8.2.1.14.1.3. Customize music catalog based on ODOC approval.

8.2.1.14.1.4. Ability to search for music.

8.2.1.14.1.5. Ability to catalog inmate songs in a database and provide inmates with the ability to manage their music library, if downloaded.

8.2.1.15. Games

8.2.1.16. News

8.2.1.17. Television Shows/Movies

8.2.1.18. Podcasts

8.2.1.19. Troubleshooting and help desk support.

8.2.1.20. ODOC-owned inmate applications on contractor-provided tablets.

8.3. Training

8.3.1. The contractor shall provide new and on-going training (if needed), in-person or web-based, to all authorized ODOC staff personnel at all ODOC facilities where the equipment is installed. All initial training shall be in-person.

8.3.2. The contractor shall provide training manuals to all authorized ODOC staff. Manuals shall be provided in electronic format.

8.4. Maintenance

8.4.1. The contractor shall provide a maintenance and service plan to include frequency and speed of…