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STATE OF MICHIGAN PROCUREMENT
| Department of Technology Management and Budget |
| 525 W. Allegan Street, Lansing, MI 48913 |
| P.O. POX 30026 Lansing, MI 48913 |
Bidder Questions & Answers Request for Proposal: 200000001297 – Prisoner Store Friends and Family Care Package Services – Michigan Department of Corrections (MDOC)
| Q # |
| Document and Section |
| Page # |
| Bidder Question |
| Answer (to be completed by the State) |
| 1 |
| 3.A |
| 21 |
| Can you please identify how individuals that are impaired are currently ordering commissary [items]? |
| Currently Prisoners use the assistance of others to submit orders. The State prefers proposals that include potential solutions to ADA issues (i.e. talk to text, accessories, etc.). State must have full discretion on whether a proposed solution is applicable and if the Contractor should implement any proposed solution. |
| 2 |
| 3.A – ADA Compliance |
| 21 |
| Can you provide the number of facilities that would require ADA compliance for requested items beyond wheelchairs accessibility; and number of such kiosks at each of these facilities? |
| Currently the MDOC has 8 designated hearing and visually impaired facilities. Additional facilities and housing units may be designated at any time. The contractor must provide ADA accommodations at the request of MDOC. |
| 3 |
| 3.A – ADA Compliance |
| 21 |
| Can you describe how individuals that may require Braille currently place commissary or self-funded family packages? |
| Currently prisoners use the assistance of others to submit their orders. The State prefers proposals that include potential solutions to ADA issues (i.e. talk to text, accessories, etc.). MDOC must have full discretion on whether a proposed solution is applicable and if the Contractor should implement any solution. |
| 4 |
| 4.6 – Key Personnel |
| 24 |
| Can you further define what is to be expected from the following Roles: Contractor Representative & Contractor Services Manager? |
| Contractor Representative – is the individual authorized to act on behalf of the Contractor. This person will be responsible for overseeing and answering to the daily operations of the Contract. |
Contractor Service Manager – is the individual authorized to act on behalf of the Contractor. This person will be responsible for matters pertaining to the Software and Support Services for the daily operations of the Contract.
| 5 |
| 4.12B – Training |
| 30 |
| Please describe how video instruction would be delivered to prisoners? |
| This would be in regard to MDOC staff training. Please provide in your bid response all possible solutions for training prisoners, Staff, and friends and family on any of the services provided or offered to them. |
| 6 |
| 5.2C |
| 31 |
| Inmate identification prior to packaging orders may result in compromise of security during a blind pull of orders. |
Will supplying pre-printed envelopes with an identification line for Name/Prisoner ID/Facility to be later filled-in be a suitable alternative?
Supplying pre-printed envelopes with an identification line for Name/Prisoner ID/Facility is a suitable alternative.
| 7 |
| 5.7C |
| 33 |
| Many instances will require a copy of a signed prisoner receipt. Will that be provided? |
| The State is unaware of any need for a signed prisoner receipt. Contractor should be able to provide proof a response was issued. Please provide clarification of process or any concerns the Contractor has in your bid response. |
| 8 |
| 5.7C |
| 33 |
| Can you provide an estimate monthly average of the number of prisoner correspondences that may require response by the vendor? |
| Currently this is not something that MDOC is tracking and is unable to provide an estimate of these correspondences. If there is an alternative proposal for questions to be filtered through facility staff before going to Contractor, MDOC would be open to consider any such proposed solution. |
| 9 |
| 8.C |
| 36 |
| Please confirm if this request only refers to fully damaged orders and not individual items |
| Yes, State confirms that this refers to fully damaged orders and not individual items; however, the cost of damaged individual items shall be credited back to the prisoner’s Trust account. |
| 10 |
| 8.1A – Returns |
| 36 |
| Would the agency allow for the vendor to provide pre-paid shipping labels and boxes so as to avoid delays in transfer of product to the inmates’ new location? |
| No, State will not allow for vendor to provide pre-paid shipping labels and boxes. |
| 11 |
| 8.1A – Returns |
| 36 |
| Can you provide an estimate monthly average of the number of transferred orders that would require re-ship? |
| This is not information that the MDOC tracks directly without input from the current contractor. |
| 12 |
| 8.1A – Standard Order Delivery |
| 36 |
| States delivery to facility would be Mon-Thurs 8:00 AM – 2:00 PM. Current schedule is 5 days per week, is this change required? |
| The State hereby amends 8.1 A- Delivery Hours section to read: Monday-Friday 8:00 a.m.- 2:30 p.m. EST excluding State Holidays. |
| 13 |
| 10.B – Reports |
| 38 |
| How will the vendor know whether the purchaser is a friend or relative? |
| This information should be gathered by the Contractor during the Securepak purchasing process. |
| 14 |
| 10.B – Reports |
| 38 |
| Will the type of relative – spouse, sister, etc. also be required to report? If so, who will provide that information to the vendor? |
| This information should be self-reported by the public during the Securepak purchasing process. |
| 15 |
| 10.D – Returns |
| 39 |
| Can you please specify what information is needed to fill the request of: Number of returns received by facility? |
| This requirement should be: “number of returns from each facility and return type i.e. damaged, prisoner transfer, etc.” |
| 16 |
| 10.J |
| 40 |
| Can you please provide examples of what is specifically required for this report? |
| Uptime and downtime for hosted services including, but not limited to kiosks (and supporting infrastructure), portal, or public facing websites. If any of these are down during anytime of a given month during contract activities it should be reported. |
| 17 |
| Metric 4 – Technical Issue SLA |
| 64 |
| Can you further define Kiosk “Breakdowns”? |
| A “breakdown” is defined as less than 100% functionality. |
| 18 |
| Schedule G – Hosted Software and Services |
| 71 |
| Can this section be removed from the RFP as the vendor protects its intellectual property and generally does not grant any right beyond a term license to use the software? |
| The State is unable to remove section in its entirety. Please redline any language that is not applicable for performing services required under the RFP and provide justification for the suggested redlines, redlines are subject to approval. |
| 19 |
| Schedule H – Data Security Requirements |
| 78 |
| Section 3 – Since vendor system will have zero non-public PII information from MDOC, implementing this will be an unnecessary expense that will be baked into the cost proposal. |
Above is specifically true for Section 3.1, (SOC 2 Type 2 audits), 3.3 (FISMA & NIST), 3.8 (SSO & SAML), 3.10 (State Security plan).
The State believes that PII/sensitive information will be needed for this system, so the data security requirements are required. Contractor must identify what data it will require or collect from the State or the public through your system in your response to this RFP. Depending on the data you require, sections/compliance redlines will be assessed during bid evaluation and negotiations.
| 20 |
| 45 – Non- Exclusivity |
| 91 |
| Can you provide examples of additional services under this services agreement that call for non-exclusivity clause? |
| This clause deems all services provided under this Contact as non-exclusive. This means, that at the State’s discretion, the State reserves the right to source services from an alternate means. |
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