Appendices_F,_G,_and_H_Final.xlsx

XLSX spreadsheet 41 KB Posted Sep 1, 2026

Attached to: Incarcerated Person Communication Services (IPCS)
Solicitation number: 2000018655
Issued by: Minnesota

About this file

Written by GovTribe AI · Sep 23, 2026

This document comprises three appendices (F, G, and H) from the Minnesota Department of Corrections (DOC) and Department of Information Technology Services (MNIT) Request for Proposal for an Incarcerated Person Communication Services (IPCS) platform. The RFP solicits a comprehensive, integrated electronic services and communications platform for all 11 Minnesota DOC facilities, requiring vendors to respond to detailed functional requirements, responsibility matrices, and accessibility conformance standards. Phase A (voice cutover) targets completion by December 1, 2027, encompassing site surveys, cabling installation, approximately 4,000 wireless access points (including 250 relocations), approximately 900 wall-mounted phones, and approximately 127 TRS/VRS accessibility stations across all facilities. Phase B (portable device deployment) targets November 1, 2028, requiring staged implementation beginning June 2027 and delivery of one assigned electronic device per incarcerated person. The RFP mandates full compliance with Section 508 and WCAG 2.1 Level AA accessibility standards, with remediation timelines not exceeding 180 days post-contract execution for any gaps.

Appendix F establishes a RACI (Responsibility, Accountability, Consultation, Informed) matrix defining roles across the contractor, DOC, MNIT, and RECS (Responsible Custodian of Facilities) for 61 activities spanning infrastructure deployment, system integrations, ongoing operations, support, and data ownership. Appendix G requires vendors to address 137 critical and ideal requirements organized into 17 categories (A through Q), with mandatory compliance assessments, proposal cross-references, and exception documentation for evaluation as part of Tier 1 technical scoring. Appendix H mandates submission of a completed VPAT 2.5 INT (Voluntary Product Accessibility Template) prepared or validated by an external accessibility testing organization, covering all proposed software, hardware, and websites. All voice services must comply with Minnesota Statute 241.252 (no-cost calling) and the Martha Wright-Reed Just and Reasonable Communications Act (47 U.S.C. § 262), with rates capped under FCC 23-111. The platform must support encrypted data transmission, redundancy for major components, and 99.5% monthly uptime, with 24/7/365 dedicated service desk support and response times ranging from 30 minutes (Priority 1) to 1 calendar day (Priority 4). All data and communications records remain DOC property with minimum 7-year retention in exportable formats, and the vendor must provide transition-out plans no later than 180 days before contract expiration.

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Other files

File	Type	Posted
Appendix_L_Prevailing_Wage_County_Rate_Information.pdf	PDF	Sep 1, 2026
Appendix_I_Definitions_FINAL.docx	DOCX document	Sep 1, 2026
Incarcerated_Person_Communication_Services_(IPCS).pdf	PDF	Sep 1, 2026
Appendix_J_Security_Questionnaire.docx	DOCX document	Sep 1, 2026
Appendices_A,_B_and_D.docx	DOCX document	Sep 1, 2026
Appendix_C_-_Cost_Proposal_FINAL.xlsx	XLSX spreadsheet	Sep 1, 2026
Appendix_K_DOC_Facility_Site_Visit_Application.doc	DOC document	Sep 1, 2026
State_of_Minnesota_Sample_Contract_FINAL.docx	DOCX document	Sep 1, 2026
MNIT_RFP_FINAL.docx	DOCX document	Sep 1, 2026
Appendix_E_Scope_of_Work_Overview_FINAL.docx	DOCX document	Sep 1, 2026

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Instructions

MINNESOTA DEPARTMENT OF CORRECTIONS | Electronic Services and Communications Platform RFP

Appendices F, G, and H | Vendor Submission Package

PURPOSE OF THIS WORKBOOK

This workbook is part of your proposal. Complete Appendix F (Responsibility Matrix), Appendix G (Requirements Matrix), and Appendix H (Accessibility), and submit all three tabs with your response, as required by RFP Section 4. Appendix G captures the detailed functional requirements supporting Appendix E, so your responses here should be consistent with the technical narrative you provide there.

SOURCE DOCUMENTS

Each requirement cites where it comes from: "Appendix E Sec." for the Scope of Work Overview, or "RFP Sec." for the main solicitation. Use these citations to review the full requirement language before you respond.

OTHER APPENDICES

This workbook does not include Appendix A (Responder Declarations), Appendix B (Exceptions), Appendix C (Cost Proposal), Appendix D (Responder Forms), or Appendix I (Definitions).

HOW TO COMPLETE EACH TAB

Appendix F (RACI): Review the pre-populated Contractor role for each activity and identify any proposed exceptions or assumptions in the Notes column. DOC will confirm or adjust all columns during negotiation.

Appendix G (Requirements): Respond to every requirement — do not leave rows blank. Select your compliance status in column E, cite the page/section of your proposal that addresses it in column F, and note any exceptions in column G. Appendix G is evaluated as part of the Tier 1 technical evaluation.

Appendix H (Accessibility): Respond to every requirement — do not leave rows blank. Select your conformance status in column D, describe any known gaps in column E, cite your VPAT 2.5 INT in column F, and commit to a remediation timeline (maximum 180 days after contract execution) in column G. Appendix H is evaluated separately under Accessibility.

STATUS CODES

Appendix F (RACI)

P = Primary, S = Shared/Support, A = Approval Required, I = Informed, — = Not Applicable

Appendix G (Compliance Status)

✅ Fully Meets, ⚠ Partially Meets, ❌ Does Not Meet, 🔄 Future Roadmap (provide timeframe in column G)

Appendix H (Conformance Status)

S = Supports, PS = Partially Supports, NS = Does Not Support, NA = Not Applicable, NC = Not Checked

BEFORE YOU SUBMIT

Respond to every row in Appendix F, G, and H. Incomplete responses that materially deviate from the required format and content may be rejected as non-responsive. Submit this workbook in .xlsx format. Do not password-protect or lock cells, and do not alter column structure, row order, or headers.

Appendix F - RACI

MINNESOTA DEPARTMENT OF CORRECTIONS | Electronic Services and Communications Platform RFP

APPENDIX F | Responsibility Matrix (RACI)

Review the pre-populated Contractor role for each activity and identify any proposed exceptions or assumptions in the Notes column. DOC will confirm or adjust all columns during negotiation.

Responder Legal Name: ________________________________________________ Date Submitted: _______________

	#	Activity / Deliverable	Contractor	DOC	MNIT	RECS	Joint /
Shared	Notes / Assumptions	Appendix E

Sec. Reference

PHASE A — VOICE CUTOVER \| Target: December 1, 2027 (all 11 facilities)
1.1	Site surveys and design validation — all 11 facilities	P	A	S	S		RECS approves access sequencing	Appendix E Sec. 1
1.2	Cabling, conduit, and pathway installation	P	I	I	A		RECS construction approval required; installed infrastructure becomes DOC property upon acceptance	Appendix E Sec. 1
1.3	MNIT wireless access point procurement (~4,000 APs, incl. ~250 relocated)	—	—	P	—		MNIT-furnished and managed; contractor mounts only. ~250 relocated AP figure per RFP Sec. 2.	RFP Sec. 2 / Appendix E Sec. 1
1.4	Wireless access point physical mounting	P	I	A	—		Contractor installs; MNIT configures network side	Appendix E Sec. 1
1.5	Network closet terminations and connections	—	—	P	—		MNIT scope only	Appendix E Sec. 1
1.6	Network configuration, segmentation, and security settings	—	—	P	—		MNIT scope only	Appendix E Sec. 1
1.7	Wireless assessment to voice-grade coverage (-65 dBm RSSI or stronger)	P	I	S	—		Includes adding/adjusting AP locations after activation	RFP Sec. 1.3 / Appendix E Sec. 1
1.8	Network testing and commissioning	—	I	P	—	S	MNIT performs network testing and commissioning; DOC retains final facility go-live approval.	Appendix E Sec. 1
1.9	Wall-mounted phone supply and installation (~900 units)	P	I	I	A		RECS construction approval required	Appendix E Sec. 1, Sec. 5
1.10	TRS/VRS accessibility station supply and installation (~127 units)	P	I	I	A		RECS construction approval required	Appendix E Sec. 1, Sec. 5
1.11	Voice system platform configuration	P	A	S	—		DOC approval before activation	Appendix E Sec. 7
1.12	Voice system testing and voice cutover	P	A	S	—	S	No lapse in required phone access during transition	RFP Sec. 1.3
1.13	As-built documentation delivery to DOC	P	A	—	I		Digital format, within 30 calendar days of State acceptance at each facility; floor plans/CAD and network diagrams	Appendix E Sec. 1
1.14	Incumbent vendor coordination for transition-in	P	S	I	—	S	Engagement no later than 90 days before cutover	Appendix E Sec. 14
1.15	Joint troubleshooting runbook submission	P	A	S	—	S	Escalation contacts/roles, triage procedures, fault-domain determination, documentation requirements	RFP Sec. 4
1.16	Facility acceptance and defect classification for go-live	P	A	—	—	S	Critical/Major/Minor classification; Major resolved within 30 days, Minor within 90 days; go-live approval rests solely with DOC	RFP Sec. 4
1.17	Training plan for DOC administrators, facility users, investigators, and technical staff	P	A	—	—			RFP Sec. 4
1.18	Account for CIP program schedule and operational requirements	P	S	—	—		MCF-Togo and MCF-Willow River (Challenge Incarceration Program)	RFP Sec. 2
PHASE B — PORTABLE DEVICE DEPLOYMENT \| Target: November 1, 2028 (concurrent with or following voice cutover)
2.1	Device procurement, staging, and enrollment	P	I	—	—			Appendix E Sec. 4
2.2	Biometric enrollment of incarcerated persons (if biometric proposed)	P	S	—	—		DOC staff facilitate facility access; equity testing/disclosure required	Appendix E Sec. 4
2.3	Device assignment and initial distribution	P	S	—	—			Appendix E Sec. 4
2.4	Messaging system activation and configuration	P	A	I	—		DOC approval before activation	Appendix E Sec. 8
2.5	Media and content library activation	P	A	—	—		DOC content approval required prior to go-live	Appendix E Sec. 10
2.6	Education and reentry platform activation	P	A	—	—			Appendix E Sec. 11
2.7	Shared kiosk supply, installation, and configuration	P	A	I	A		RECS approval for mounting work	Appendix E Sec. 5
2.8	Facility acceptance testing	P	A	S	—	S	DOC issues final go-live approval; contractor cannot self-declare ready	RFP Sec. 4
2.9	Post-go-live stabilization monitoring	P	S	S	—			Appendix E Sec. 16
SYSTEM INTEGRATIONS
3.1	CACTAS (Cashless Commissary and Trust Fund Accounting System) integration	P	S	S	—	S	MNIT provides API access and environment	Appendix E Sec. 12, Sec. 15
3.2	Offender Management System (OMS) integration	P	S	S	—	S		Appendix E Sec. 15
3.3	User identity sync — enrollment, transfer, restriction, release	P	A	S	—		Near real-time propagation required	Appendix E Sec. 15
3.4	DOC administrative account provisioning and role management	P	A	—	—			Appendix E Sec. 15
3.5	Reporting and export handoff configuration	P	A	S	—			Appendix E Sec. 15
3.6	Subcontractor performance management and accountability	P	I	—	—		Prime vendor manages subcontractor role and performance	RFP Sec. 4
ONGOING OPERATIONS
4.1	Platform uptime monitoring and availability management	P	I	S	—		MNIT monitors network layer; contractor monitors application layer	Appendix E Sec. 2, Sec. 16
4.2	Security patch management — critical/high patches within 30 days, standard within 90 days	P	A	—	—			Appendix E Sec. 16
4.3	Device spare inventory maintenance (minimum 10% per facility)	P	A	—	—			Appendix E Sec. 4
4.4	Device replacement logistics and repair	P	I	—	—		Replacement within 2 calendar days; 1 day where on-site spare exists	Appendix E Sec. 16
4.5	Network performance monitoring	—	I	P	—		MNIT responsible for network-layer performance	Appendix E Sec. 2
4.6	Joint troubleshooting — application vs. network degradation	P	I	P	—	S	Per joint runbook (see Phase A, item 1.15)	RFP Sec. 4
4.7	Content governance and prohibited content removal	P	A	—	—		DOC initiates; contractor executes without delay	Appendix E Sec. 10
4.8	Remote camera disable (device / housing unit / facility-wide)	P	A	—	—		No physical possession or vendor intervention required	Appendix E Sec. 13
4.9	AI monitoring model changes — prior written DOC approval required	P	A	—	—		30-day advance notice required before any model or threshold change	Appendix E Sec. 13
4.10	Biometric authentication equity testing and demographic-disparity disclosure	P	A	—	—		Required if biometric authentication is proposed	Appendix E Sec. 4
4.11	Non-contact visitation monitoring parity with voice communication controls	P	A	—	—		Recording, playback, keyword search, administrative review	Appendix E Sec. 9
4.12	DOC approval required before offering any optional paid service	—	A	—	—		Only where legally permissible and specifically approved by DOC	RFP Sec. 1.1
SUPPORT
5.1	Dedicated correctional service desk (24/7/365, incl. holidays)	P	I	—	—		Separate line from general consumer support	Appendix E Sec. 16
5.2	Priority 1 incident response (30-min acknowledgment / 4-hr resolution)	P	I	S	—		MNIT engaged for network-layer issues	Appendix E Sec. 16
5.3	Priority 2 incident response (2-hr acknowledgment / 8-hr resolution)	P	I	S	—			Appendix E Sec. 16
5.4	Priority 3 / Priority 4 incident response	P	I	—	—		P3: 4-hr response / 3-calendar-day resolution. P4: response within 1 calendar day	Appendix E Sec. 16
5.5	Accommodation and TRS-related support requests treated as Priority 1	P	I	—	—		ASL interpreters, alternative formats, any TRS-related need	Appendix E Sec. 16
5.6	On-site field support and hardware repair	P	I	—	—			Appendix E Sec. 16
5.7	Reportable service event notification and post-incident reporting	P	A	—	—		>10% of devices at one facility down >30 min = reportable; root-cause notice within 24 hrs; post-incident report within 5 calendar days	Appendix E Sec. 16
5.8	Annual downtime summary reporting	P	A	—	—		Within 30 calendar days of each contract year end	Appendix E Sec. 16
DATA OWNERSHIP AND TRANSITION
6.1	Scheduled automated data export	P	I	—	—		DOC-designated operational data	Appendix E Sec. 14
6.2	On-demand data export	P	A	—	—		Executed within timeframe agreed with DOC	Appendix E Sec. 14
6.3	System configuration documentation	P	A	—	—		Maintained current and available throughout program term	Appendix E Sec. 14
6.4	Transition-out plan submission (180 days before expiry)	P	A	—	—	S	Covers data export, config docs, equipment removal, continued operation through final day	Appendix E Sec. 14
6.5	Successor vendor / DOC technical cooperation during transition	P	A	—	—	S	Engagement no later than 90 days before cutover; no service disruption used as leverage	Appendix E Sec. 14
6.6	Data retention (minimum 7 years from date of creation)	P	I	—	—		Or longer if required by law or directed by DOC in writing	Appendix E Sec. 14
6.7	Refund determination and execution at contract closeout	P	A	—	—		Covers eligible media/service balances	Appendix E Sec. 14

Appendix G - Requirements

MINNESOTA DEPARTMENT OF CORRECTIONS | Electronic Services and Communications Platform RFP

APPENDIX G | Functional Requirements and Specifications Matrix

For each requirement, select a compliance status from the dropdown (column E). Enter your proposal page/section reference in column F. Add exceptions or clarifications in column G. Column H is reserved for DOC evaluator use — do not edit.

Responder Legal Name: ________________________________________________ Date Submitted: _______________

	Req #	Requirement Summary	Type	RFP Sec. / App E Sec.	Compliance Status
(select from list)	Proposal Page /
Section Reference	Clarifying Notes / Exceptions	DOC Score

(Internal Only)

A. INFRASTRUCTURE DEPLOYMENT AND OWNERSHIP
A.1	Design installation approach and site-specific sequencing for all 11 facilities	Critical	RFP 4 / App E 1	DOC Use Only
A.2	Install required network cabling, conduit, pathways, supports, and associated materials	Critical	App E 1	DOC Use Only
A.3	Coordinate facility access with RECS, DOC facility leadership, and MNIT; comply with security restrictions	Critical	App E 1	DOC Use Only
A.4	Mount MNIT-furnished wireless access points in approved locations (~4,000 APs, incl. ~250 relocated)	Critical	RFP 2 / App E 1	DOC Use Only
A.5	Define minimum connectivity requirements per facility (bandwidth, latency, redundancy)	Critical	RFP 4 / App E 1	DOC Use Only
A.6	Perform post-activation wireless assessment to voice-grade coverage of -65 dBm RSSI or stronger	Critical	RFP 1.3 / App E 1	DOC Use Only
A.7	Provide as-built documentation (digital, incl. floor plans/CAD and network diagrams) within 30 calendar days of State acceptance at each facility	Critical	App E 1	DOC Use Only
A.8	Provide a dedicated vendor project manager as the named point of accountability to DOC	Critical	App E 1	DOC Use Only
A.9	Submit project plan, risk mitigation plan, communications plan, and governance plan prior to implementation kickoff	Critical	App E 1	DOC Use Only
A.10	Identify and provide any additional hardware required beyond MNIT-furnished access points	Critical	App E 1	DOC Use Only
A.11	Confirm required phone access will not lapse during transition, cutover, replacement, maintenance, or outage response	Critical	RFP 1.3, 4	DOC Use Only
A.12	Complete full, uninterrupted voice cutover across all 11 facilities by December 1, 2027 (Phase A)	Critical	RFP 1.2, 1.3	DOC Use Only
A.13	Begin staged portable device implementation June 2027 and complete statewide deployment by November 1, 2028 (Phase B)	Critical	RFP 1.2, 1.3	DOC Use Only
A.14	Submit joint troubleshooting runbook covering escalation contacts/roles, triage procedures, fault-domain determination, and documentation requirements	Critical	RFP 4	DOC Use Only
A.15	Classify implementation defects as Critical (blocks go-live), Major (resolved within 30 days of go-live), or Minor (tracked and resolved within 90 days); no facility goes live with an unresolved Critical defect	Critical	RFP 4	DOC Use Only
A.16	Provide a training plan for DOC administrators, facility users, investigators, and technical staff	Critical	RFP 4	DOC Use Only
A.17	Convey ownership to DOC upon installation of vendor-furnished cabling and pathway infrastructure	Critical	RFP 1.1 / App E 1	DOC Use Only
A.18	Account for Challenge Incarceration Program (CIP) schedules and operational requirements at MCF-Togo and MCF-Willow River in deployment and service delivery plans	Critical	RFP 2	DOC Use Only
B. SYSTEM ARCHITECTURE AND HOSTING ENVIRONMENT
B.1	Support encrypted data transmission in transit and protection of data at rest	Critical	App E 2	DOC Use Only
B.2	Provide redundancy for major application components (voice, messaging, video visitation, device management, admin dashboard)	Critical	App E 2	DOC Use Only
B.3	Identify and disclose single points of failure in the proposal	Critical	App E 2	DOC Use Only
B.4	Maintain documented failover, disaster recovery, backup, and planned-maintenance practices	Critical	App E 2	DOC Use Only
B.5	Support scaling for peak activity across facilities	Critical	App E 2	DOC Use Only
B.6	Separate and secure administrative functions from end-user functions	Critical	App E 2	DOC Use Only
B.7	Support logging and traceability for administrative actions, security events, and user activity	Critical	App E 2	DOC Use Only
B.8	Describe system architecture in full detail: hosted components, geographic location, interdependencies, authentication flows, integration touchpoints, limitations	Critical	RFP 4 / App E 2	DOC Use Only
C. INTEGRATED PLATFORM OVERVIEW
C.1	Present platform as an integrated suite (or tightly integrated components), not siloed products	Critical	App E 3	DOC Use Only
C.2	Apply consistent identities, contact controls, suspension logic, logging, permissions, and rule enforcement across modules	Critical	App E 3	DOC Use Only
C.3	Integrate assigned device access, shared kiosk/fixed-station access, voice, messaging, video visitation, media/content, education/reentry, financial tools, admin notices, monitoring/reporting, and accessibility settings	Critical	App E 3	DOC Use Only
C.4	Offer optional paid services only where legally permissible and specifically approved by DOC	Critical	RFP 1.1	DOC Use Only
D. ELECTRONIC DEVICE PLATFORM REQUIREMENTS
D.1	Provide one assigned electronic device per incarcerated person as primary personal access point	Critical	App E 4	DOC Use Only
D.2	Identify brand, model, and operating system of each device proposed	Critical	RFP 4 / App E 4	DOC Use Only
D.3	Require two-factor authentication on devices	Critical	App E 4	DOC Use Only
D.4	If biometric authentication is proposed, demonstrate equitable performance across demographic groups (incl. darker skin tones) and disclose known error rates/disparities	Critical	RFP 4 / App E 4	DOC Use Only
D.5	Ensure biometric authentication can be disabled per-device or per-user by authorized DOC staff without vendor intervention	Critical	App E 4	DOC Use Only
D.6	Describe authentication flow for routine use, reassignment, recovery, transfer, suspension, restriction, and release	Critical	RFP 4 / App E 4	DOC Use Only
D.7	Bear all device replacement costs; no charge for device damage may be assessed to the incarcerated person	Critical	App E 4	DOC Use Only
D.8	Describe replacement timeline and intake-to-return workflow for damaged devices	Critical	RFP 4 / App E 4	DOC Use Only
D.9	Provide regulatory-mandated device/successor-product transitions at no additional cost to DOC	Critical	RFP 4 / App E 4	DOC Use Only
D.10	Support administrative search of device content without the person's cooperation, and remote deletion without physical possession	Critical	App E 4	DOC Use Only
D.11	Auto-delete attachments from portable device when parent message is deleted by authorized staff	Critical	App E 4	DOC Use Only
D.12	Maintain spare inventory equal to at least 10% of deployed assigned devices per facility	Critical	App E 4	DOC Use Only
D.13	Provide packaging/prepaid shipping (or equivalent) for malfunctioning units, and non-disruptive update procedures	Critical	App E 4	DOC Use Only
D.14	Display: minimum 7-inch screen, scratch-resistant glass or equivalent	Critical	App E 4	DOC Use Only
D.15	Processor: sufficient capability to support simultaneous voice calling, video visitation, messaging, and media playback without degradation under normal operating conditions	Critical	App E 4	DOC Use Only
D.16	Storage: minimum 32 GB, with at least 1 GB reserved for DOC-loaded materials	Critical	App E 4	DOC Use Only
D.17	Battery: minimum 8 hours active use under mixed-use conditions	Critical	App E 4	DOC Use Only
D.18	Durability: meet or exceed MIL-STD-810 or DOC-approved equivalent; tamper/disassembly/contraband-concealment resistant	Critical	App E 4	DOC Use Only
D.19	Wireless: Wi-Fi only, compatible with MNIT-furnished AP environment; no cellular, Bluetooth, or other unapproved interfaces	Critical	App E 4	DOC Use Only
D.20	Front-facing camera and microphone for video visitation; rear camera disabled or absent unless DOC-approved	Critical	App E 4	DOC Use Only
D.21	Disclose OS version, update cadence, and end-of-support timeline; no deployment on end-of-support OS without written DOC approval and remediation plan	Critical	App E 4	DOC Use Only
D.22	Support standard OS-level accessibility features (screen readers, display scaling, closed captioning, assistive touch) without vendor disabling them	Critical	App E 4	DOC Use Only
E. SHARED KIOSKS AND FIXED COMMUNICATION STATIONS
E.1	Support a hybrid endpoint environment: assigned devices, shared kiosks/fixed stations, wall-mounted phones, TRS/VRS stations	Critical	App E 5	DOC Use Only
E.2	Provide approximately 900 wall-mounted phones across DOC facilities	Critical	App E 5	DOC Use Only
E.3	Provide approximately 127 TRS/VRS accessibility communication stations across DOC facilities	Critical	App E 5	DOC Use Only
E.4	Support voice calling, video visitation access, accessibility workflows, and other approved functions at fixed endpoints	Critical	App E 5	DOC Use Only
E.5	Be correctional-grade: appropriate mounting, tamper resistance, monitoring, session controls, physical/digital accessibility compatibility	Critical	App E 5	DOC Use Only
F. DEVICE MANAGEMENT AND ADMINISTRATIVE CONTROL PLATFORM
F.1	Provide centralized device management/admin control platform for the full device and endpoint fleet	Critical	App E 6	DOC Use Only
F.2	Enable routine configuration, status review, restrictions, and scheduling without vendor intervention	Critical	App E 6	DOC Use Only
F.3	Provide dashboards/reports: distribution/assignment status, utilization, failure/replacement rates, firmware/software version status, restriction/suspension history	Critical	App E 6	DOC Use Only
F.4	Maintain a complete, tamper-evident audit log of admin actions (remote lock/disable/reset, content removal), accessible without vendor intervention	Critical	App E 6	DOC Use Only
F.5	Allow authorized DOC staff to control device-based voice calling by facility, housing unit, classification, program status, or individual, without vendor intervention	Critical	App E 6	DOC Use Only
F.6	Support device enrollment/assignment; status tracking (active, spare, lost, damaged, restricted, in-repair, decommissioned)	Critical	App E 6	DOC Use Only
F.7	Support remote lock, remote disable, remote reset, and other emergency admin controls	Critical	App E 6	DOC Use Only
F.8	Control applications, content availability, communication permissions, and service permissions	Critical	App E 6	DOC Use Only
F.9	Provide visibility into device/endpoint activity, last contact, health, and operational status	Critical	App E 6	DOC Use Only
F.10	Support group-based and individual rule assignment by facility, housing unit, classification, program status, and user	Critical	App E 6	DOC Use Only
G. VOICE COMMUNICATION SYSTEM REQUIREMENTS
G.1	Voice calls provided at no charge to incarcerated persons and call recipients, per Minn. Stat. § 241.252	Critical	RFP 2 / App E 7	DOC Use Only
G.2	Comply with the Martha Wright-Reed Just and Reasonable Communications Act (47 U.S.C. § 262) and FCC implementing rules (47 C.F.R. Part 64, Subpart MM), including applicable rate caps under FCC 23-111 and successor orders	Critical	RFP 2	DOC Use Only
G.3	No rate, fee, surcharge, or ancillary charge may exceed the applicable FCC cap for the call or service type	Critical	RFP 2	DOC Use Only
G.4	Provide prompts/announcements in English, Spanish, Somali, and Mandarin at minimum; support additional languages (≥50 speakers) within 180 days of DOC's population report	Critical	App E 7	DOC Use Only
G.5	Provide secure, correctional-grade telephone hardware; single-line security-style telephones where required by security level	Critical	App E 7	DOC Use Only
G.6	Ensure telephones comply with 47 C.F.R. §§ 68.316 and 68.317 and the TIA-4953 standard, where applicable	Critical	App E 7	DOC Use Only
G.7	Maintain fraud-prevention capabilities; support anti-fraud and anti-three-way-call controls	Critical	App E 7	DOC Use Only
G.8	Operate on digital/VoIP infrastructure; support TTY accessibility via digital-to-analog conversion (no POTS line availability assumed)	Critical	App E 7	DOC Use Only
G.9	Require voice-activated account access or equivalent voice biometric function; use continuous voice detection with notice before disconnecting on unauthorized speaker	Critical	App E 7	DOC Use Only
G.10	Provide call announcements identifying the call as originating from a Minnesota correctional facility	Critical	App E 7	DOC Use Only
G.11	Allow called parties to accept, reject, or block calls; support global/individual number blocking (area code/exchange blocking, ≥25,000 entries)	Critical	App E 7	DOC Use Only
G.12	Record a reason code and editable notes for blocked numbers; maintain contact allow lists fully configurable by DOC	Critical	App E 7	DOC Use Only
G.13	Support configurable call limits by individual, classification, housing unit, or facility	Critical	App E 7	DOC Use Only
G.14	Ensure restrictions follow the incarcerated person during intra-agency transfer in near real time	Critical	App E 7	DOC Use Only
G.15	Allow incarcerated persons to reset PINs without DOC staff involvement	Critical	App E 7	DOC Use Only
H. ELECTRONIC MESSAGING SYSTEM REQUIREMENTS
H.1	Provide secure messaging with contact-approval rules, restrictions, suspensions, monitoring, printing, retention, and admin handling controlled by DOC	Critical	App E 8	DOC Use Only
H.2	Support routine staff-to-incarcerated-person operational/administrative messaging, separate from legal/protected communications	Critical	App E 8	DOC Use Only
H.3	Allow incarcerated persons to view incoming messages and compose outgoing messages from their assigned devices	Critical	App E 8	DOC Use Only
H.4	Restrict ordinary messages to text only — no embedded images or unauthorized attachments	Critical	App E 8	DOC Use Only
H.5	Ensure all messages are printable, with headers including date and current facility location	Critical	App E 8	DOC Use Only
H.6	Allow authorized staff to print incoming messages by user, living unit, or date	Critical	App E 8	DOC Use Only
H.7	Require external users to initiate contact by searching for the incarcerated person by name or Incarcerated Person Identifier	Critical	App E 8	DOC Use Only
H.8	Support hiding protected incarcerated persons from general public search queries	Critical	App E 8	DOC Use Only
H.9	Allow photo attachments (JPEG/PNG) and short video attachments (≤30 seconds, if enabled), subject to DOC content governance	Critical	App E 8	DOC Use Only
H.10	Restrict messaging to approved contacts; support spam/account blocking as directed by DOC	Critical	App E 8	DOC Use Only
H.11	Support attachment deletion when associated messages are deleted by authorized staff	Critical	App E 8	DOC Use Only
H.12	Support review, printing, export, retention, and monitoring of incoming/outgoing messages, with audit logging	Critical	App E 8	DOC Use Only
I. VIDEO VISITATION SYSTEM REQUIREMENTS
I.1	Provide secure, scheduled video visitation with DOC-controlled scheduling, approval, restriction, and cancellation rules	Critical	App E 9	DOC Use Only
I.2	Support separate, administratively distinct workflows for legal/court-related/protected video communications; AI monitoring not applied to these sessions	Critical	App E 9	DOC Use Only
I.3	Support non-contact visitation monitoring that replicates voice-communication controls (recording, playback, keyword search, admin review) where approved by DOC	Critical	App E 9	DOC Use Only
I.4	Disclose any in-person visitation scheduling capability (request submission, approval workflow, slot/capacity management, notifications) — preferred but not mandatory; kept separate from protected-visitation access controls	Ideal	App E 9	DOC Use Only
I.5	Support video visits via assigned personal devices and via kiosk/fixed-station endpoints	Critical	App E 9	DOC Use Only
I.6	Target minimum 720p video (incarcerated-person side) and 480p (external-user side) under standard broadband conditions	Critical	App E 9	DOC Use Only
I.7	Provide refund/credit/remediation for paid-visit cancellation, outage, or quality failure through no fault of the user	Critical	App E 9	DOC Use Only
I.8	Provide web-based access for external users; require acceptance of DOC-approved terms and conditions	Critical	App E 9	DOC Use Only
I.9	Allow DOC to restrict availability by facility, living unit, endpoint type, or individual; allow staff to cancel any scheduled visit	Critical	App E 9	DOC Use Only
I.10	Automatically notify users of suspensions, start/end dates, and reasons	Critical	App E 9	DOC Use Only
J. DIGITAL MEDIA AND CONTENT SERVICES REQUIREMENTS
J.1	Music	Critical	App E 10	DOC Use Only
J.2	Books and eBooks	Critical	App E 10	DOC Use Only
J.3	Movies	Critical	App E 10	DOC Use Only
J.4	Television programs	Critical	App E 10	DOC Use Only
J.5	Games	Critical	App E 10	DOC Use Only
J.6	Applications	Critical	App E 10	DOC Use Only
J.7	Audiobooks, podcasts, internet radio, and news or sports feeds	Critical	App E 10	DOC Use Only
J.8	Fully disclose pricing structure, charged party, and financial treatment for each media offering	Critical	App E 10	DOC Use Only
J.9	Ensure no bundle recovers cost for voice or other services that must be provided at no charge under law	Critical	App E 10	DOC Use Only
J.10	Provide only DOC-approved content (contraband/prohibited-content policy compliant) and applicable industry ratings	Critical	App E 10	DOC Use Only
J.11	Allow DOC to review, approve, report, restrict, and remove content, and control availability by facility/user group	Critical	App E 10	DOC Use Only
K. EDUCATION, PROGRAMMING, REENTRY, AND DIGITAL SERVICES
K.1	DOC-facilitated assessments — no user-facing charge	Critical	App E 11	DOC Use Only
K.2	Applications for department programs or services — no user-facing charge	Critical	App E 11	DOC Use Only
K.3	Grievances and requests — no user-facing charge	Critical	App E 11	DOC Use Only
K.4	Medical requests and healthcare-request submission access — no user-facing charge	Critical	App E 11	DOC Use Only
K.5	Behavioral health requests — no user-facing charge	Critical	App E 11	DOC Use Only
K.6	Legal library access — no user-facing charge	Critical	App E 11	DOC Use Only
K.7	Staff notices and facility communications — no user-facing charge	Critical	App E 11	DOC Use Only
K.8	Account balance and transaction history, where applicable — no user-facing charge	Critical	App E 11	DOC Use Only
K.9	High school equivalency diploma / secondary or postsecondary educational content (may be user-charged)	Ideal	App E 11	DOC Use Only
K.10	Coursework modules and digital textbooks (may be user-charged)	Ideal	App E 11	DOC Use Only
K.11	Cognitive behavioral programming (may be user-charged)	Ideal	App E 11	DOC Use Only
K.12	Substance use education (may be user-charged)	Ideal	App E 11	DOC Use Only
K.13	Self-guided mental health and well-being programming (may be user-charged)	Ideal	App E 11	DOC Use Only
K.14	Other rehabilitative programming options (may be user-charged)	Ideal	App E 11	DOC Use Only
K.15	Job readiness and employment resources, such as CareerEdge and CareerOneStop (may be user-charged)	Ideal	App E 11	DOC Use Only
K.16	Financial literacy resources (may be user-charged)	Ideal	App E 11	DOC Use Only
K.17	Housing resource information (may be user-charged)	Ideal	App E 11	DOC Use Only
K.18	Community reintegration resources or online resource repositories (may be user-charged)	Ideal	App E 11	DOC Use Only
K.19	Reentry planning or goal-setting resources (may be user-charged)	Ideal	App E 11	DOC Use Only
L. FINANCIAL SERVICES AND ACCOUNT ACCESS FUNCTIONS
L.1	Describe integration with CACTAS: available functions, administrative-only functions, and adaptability if DOC changes trust-account systems	Critical	RFP 4 / App E 12	DOC Use Only
L.2	If offering money-transfer/funding/release-card services, identify all fees, surcharges, processor fees, and settlement/commission arrangements	Critical	App E 12	DOC Use Only
L.3	Provide account balance review, transaction history review, and electronic receipts for purchases/charges	Critical	App E 12	DOC Use Only
L.4	Provide release-card issuance or related release support functions where applicable	Ideal	App E 12	DOC Use Only
M. SECURITY, MONITORING, INTELLIGENCE, AND INVESTIGATIVE TOOLS
M.1	Allow authorized staff to retain, access, search, filter, export, and manage operational records without vendor intervention	Critical	App E 13	DOC Use Only
M.2	Call recording and playback	Critical	App E 13	DOC Use Only
M.3	Messaging review and export	Critical	App E 13	DOC Use Only
M.4	Video visitation monitoring where approved by DOC	Critical	App E 13	DOC Use Only
M.5	Device activity logs	Critical	App E 13	DOC Use Only
M.6	Role-based access to monitoring functions	Critical	App E 13	DOC Use Only
M.7	Keyword and phrase search within messages and other reviewable content	Critical	App E 13	DOC Use Only
M.8	Communication pattern and relationship analysis	Critical	App E 13	DOC Use Only
M.9	Ability to identify high-volume or unusual contact patterns	Critical	App E 13	DOC Use Only
M.10	Historical record retrieval by person, contact, date range, facility, housing unit, or other relevant filter	Critical	App E 13	DOC Use Only
M.11	Export of records for investigative or legal use with chain-of-access logging	Critical	App E 13	DOC Use Only
M.12	Allow authorized DOC staff to remotely disable the front-facing camera on any assigned device — individually, by housing unit, or facility-wide — without physical possession or vendor intervention	Critical	App E 13	DOC Use Only
M.13	AI monitoring: human review required before any consequential action based on an AI-generated alert, score, or recommendation	Critical	App E 13	DOC Use Only
M.14	AI monitoring: plain-language explainability of outputs, inputs, and alert thresholds; no black-box systems without prior written DOC approval	Critical	App E 13	DOC Use Only
M.15	AI monitoring: disclose known bias/accuracy limitations, error rates, and demographic disparities	Critical	App E 13	DOC Use Only
M.16	AI monitoring: excluded from legal, privileged, or otherwise protected communications	Critical	App E 13	DOC Use Only
M.17	AI monitoring: 30-day advance notice of any material model/algorithm/threshold change, with DOC approval right	Critical	App E 13	DOC Use Only
M.18	AI monitoring: maintain complete, DOC-reviewable audit log of all AI-generated alerts, flags, and risk scores	Critical	App E 13	DOC Use Only
N. DATA OWNERSHIP, RECORDS ACCESS, AND TRANSITION REQUIREMENTS
N.1	All communications data and platform-generated records remain DOC property; vendor claims no ownership interest	Critical	App E 14	DOC Use Only
N.2	Describe data retention architecture, default retention periods, and format/structure of historical usage data available to DOC	Critical	RFP 4 / App E 14	DOC Use Only
N.3	Retain all data categories for a minimum of 7 years from date of creation, or longer if required by law or directed by DOC in writing	Critical	App E 14	DOC Use Only
N.4	Retain data in exportable, searchable formats usable without proprietary vendor tools	Critical	App E 14	DOC Use Only
N.5	Support both on-demand and scheduled/automated export in standard, reasonably usable formats	Critical	App E 14	DOC Use Only
N.6	Cooperate fully with incumbent vendor during transition-in and successor vendor/DOC during transition-out	Critical	App E 14	DOC Use Only
N.7	Engage with DOC and any incumbent vendor no later than 90 days before planned cutover	Critical	App E 14	DOC Use Only
N.8	Provide a written transition-out plan (data export, configuration documentation, equipment removal, continued operation through final day) no later than 180 days before program expiration	Critical	App E 14	DOC Use Only
N.9	Support refund determination and refund execution for eligible balances at contract closeout	Critical	App E 14	DOC Use Only
O. SYSTEM INTEGRATION REQUIREMENTS
O.1	Integrate with CACTAS or successor trust-account system	Critical	App E 15	DOC Use Only
O.2	Integrate with Offender Management System (OMS) or comparable inmate records database	Critical	App E 15	DOC Use Only
O.3	Support user identity creation, update, transfer, restriction, and release handling	Critical	App E 15	DOC Use Only
O.4	Support facility and housing-unit location awareness for communications controls	Critical	App E 15	DOC Use Only
O.5	Support trust-account balance, transaction-history, and approved account-access data flows	Critical	App E 15	DOC Use Only
O.6	Support DOC administrative account creation and role management	Critical	App E 15	DOC Use Only
O.7	Provide reporting/export handoff points and MNIT handoff points for network connectivity, troubleshooting, and shared operational support	Critical	App E 15	DOC Use Only
O.8	For each required integration, describe purpose, dependencies, timing, error handling, and fallback/manual procedures	Critical	App E 15	DOC Use Only
P. SUPPORT AND SERVICE LEVELS
P.1	Provide a dedicated service desk reachable 24/7/365 including holidays, with a separate line for DOC facility staff	Critical	App E 16	DOC Use Only
P.2	Priority 1 (Critical): 30-minute response / 4-hour resolution for complete loss of voice, video, or platform access affecting a facility or multiple housing units	Critical	App E 16	DOC Use Only
P.3	Priority 2 (High): 2-hour response / 8-hour resolution for significant degradation of a core function affecting a housing unit or defined user group	Critical	App E 16	DOC Use Only
P.4	Priority 3 (Standard): 4-hour response / 3-calendar-day resolution for degraded functionality with available workarounds	Critical	App E 16	DOC Use Only
P.5	Priority 4 (Low): response within 1 calendar day for general inquiries/configuration assistance	Critical	App E 16	DOC Use Only
P.6	Treat accommodation requests (ASL interpreters, alternative formats) and any TRS-related support need as Priority 1 regardless of underlying request	Critical	App E 16	DOC Use Only
P.7	Immediately begin remote triage upon incident declaration, regardless of on-site response timing; provide on-site response within 4 hours (P1) / 8 hours (P2) when remote resolution is not achievable	Critical	App E 16	DOC Use Only
P.8	Ensure critical notices and status pages are accessible/compatible with assistive technologies (screen readers, switch devices)	Critical	App E 16	DOC Use Only
P.9	Provide a proposed SLA covering network performance, device performance, and support availability/response times, meeting or exceeding these minimums	Critical	App E 16	DOC Use Only
P.10	Platform availability: 99.5% uptime measured monthly, excluding approved scheduled maintenance	Critical	App E 16	DOC Use Only
P.11	Unplanned downtime affecting >10% of assigned devices at a single facility for >30 consecutive minutes is a reportable service event; written root-cause notification within 24 hours	Critical	App E 16	DOC Use Only
P.12	Provide a written post-incident report within 5 calendar days of any reportable service event (downtime, root cause, affected users/facilities, corrective actions)	Critical	App E 16	DOC Use Only
P.13	Provide device replacement within 2 calendar days of confirmed malfunction (1 calendar day where on-site spare inventory exists)	Critical	App E 16	DOC Use Only
P.14	Provide at least 5 calendar days written notice before any scheduled maintenance window affecting availability	Critical	App E 16	DOC Use Only
P.15	Apply critical/high security patches within 30 days of release; standard updates within 90 days	Critical	App E 16	DOC Use Only
P.16	Provide an annual downtime summary report within 30 calendar days of each contract year end	Critical	App E 16	DOC Use Only
Q. DATA SECURITY AND COMPLIANCE
Q.1	Perform all storage and processing of information within the borders of the United States, including work by subcontractors at all levels	Critical	RFP 6	DOC Use Only
Q.2	Comply with GovRAMP cloud security requirements per Sample Contract Exhibit A, Supplement 1, clause 1.20 (contracts involving High Risk Data)	Critical	RFP 6	DOC Use Only
Q.3	Ensure no contract term is inconsistent with the Minnesota Government Data Practices Act (Minn. Stat. Ch. 13)	Critical	RFP 6	DOC Use Only

Appendix H - Accessibility

	MINNESOTA DEPARTMENT OF CORRECTIONS \| Electronic Services and Communications Platform RFP
	APPENDIX H \| Accessibility Conformance and Assistive Services Response
	Select conformance status from the dropdown (column D). Describe known gaps in column E. Reference your VPAT 2.5 INT in column F. Commit to a remediation timeline (not to exceed 180 days after contract execution) in column G. Column H is reserved for DOC evaluator use — do not edit.
	Responder Legal Name: ________________________________________________ Date Submitted: _______________
	#	Component / Function	Standard / Requirement	Conformance
Status	Known Gaps or Limitations	VPAT 2.5 INT
Reference	Remediation Timeline
(max 180 days post-execution)	DOC Notes

(Internal Only)

PROGRAM-WIDE CONFORMANCE (Appendix E Sec. 3; RFP Sec. 4)
A.1	All platform components accessible to incarcerated persons, external users, or DOC staff conform to WCAG 2.1 Level AA and Section 508	WCAG 2.1 Level AA; Section 508 (29 U.S.C. § 794d; 36 CFR Part 1194); MN Digital Accessibility Standard	DOC Use Only
A.2	Completed VPAT® 2.5 INT (Nov 2023), prepared or validated by an external accessibility testing organization, submitted for all proposed software, hardware, and websites, with Section 508 and WCAG 2.1 A/AA sections completed. If the VPAT itself has not been third-party prepared or validated, submit an independent third-party certification or attestation of accessibility testing and compliance level, or a third-party summary report of findings (including identified issues, severity ratings, and remediation status), in addition to the Responder-completed VPAT.	WCAG 2.1 Level AA; Section 508 (29 U.S.C. § 794d; 36 CFR Part 1194); MN Digital Accessibility Standard	DOC Use Only
A.3	Where full conformance is not currently achievable, specific unmet criteria identified with a remediation timeline not to exceed 180 days after contract execution	WCAG 2.1 Level AA; Section 508 (29 U.S.C. § 794d; 36 CFR Part 1194); MN Digital Accessibility Standard	DOC Use Only
A.4	Accessibility documentation dated within the past 12–24 months, reflecting the proposed product/service version, with sufficient detail for independent verification of testing scope and methodology	WCAG 2.1 Level AA; Section 508 (29 U.S.C. § 794d; 36 CFR Part 1194); MN Digital Accessibility Standard	DOC Use Only
A.5	Staff/contractor knowledge and skills for creating accessible digital technology described	WCAG 2.1 Level AA; Section 508 (29 U.S.C. § 794d; 36 CFR Part 1194); MN Digital Accessibility Standard	DOC Use Only
A.6	Accessibility strategy, tools, design process, testing, and ongoing validation approach described	WCAG 2.1 Level AA; Section 508 (29 U.S.C. § 794d; 36 CFR Part 1194); MN Digital Accessibility Standard	DOC Use Only
A.7	Third-party applications integrated with the platform disclosed where full accessibility conformance cannot be confirmed, with a remediation or alternative-access plan	WCAG 2.1 Level AA; Section 508 (29 U.S.C. § 794d; 36 CFR Part 1194); MN Digital Accessibility Standard	DOC Use Only
ASSIGNED DEVICES (Appendix E Sec. 4)
B.1	Standard OS-level accessibility features (screen readers, display scaling, closed captioning, assistive touch) supported and not disabled by vendor platform or device management controls	WCAG 2.1 Level AA; Section 508 (29 U.S.C. § 794d; 36 CFR Part 1194); MN Digital Accessibility Standard	DOC Use Only
B.2	Accessible authentication path available for users unable to use biometric authentication, while satisfying required authentication controls	WCAG 2.1 Level AA; Section 508 (29 U.S.C. § 794d; 36 CFR Part 1194); MN Digital Accessibility Standard	DOC Use Only
SHARED KIOSKS AND FIXED COMMUNICATION STATIONS (Appendix E Sec. 5)
B.3	Kiosks and fixed stations are correctional-grade with physical and digital accessibility compatibility appropriate to secure deployment	WCAG 2.1 Level AA; Section 508 (29 U.S.C. § 794d; 36 CFR Part 1194); MN Digital Accessibility Standard	DOC Use Only
B.4	Wall-mounted phones and TRS/VRS accessibility stations support accessible physical and audio access	WCAG 2.1 Level AA; Section 508 (29 U.S.C. § 794d; 36 CFR Part 1194); MN Digital Accessibility Standard	DOC Use Only
ELECTRONIC MESSAGING (Appendix E Sec. 8)
C.1	Messaging platform (assigned device and admin side) conforms to WCAG 2.1 AA / Section 508	WCAG 2.1 Level AA; Section 508 (29 U.S.C. § 794d; 36 CFR Part 1194); MN Digital Accessibility Standard	DOC Use Only
VIDEO VISITATION (Appendix E Sec. 9)
D.1	Video visitation platform conforms to WCAG 2.1 AA / Section 508; supports accessible scheduling and notification	WCAG 2.1 Level AA; Section 508 (29 U.S.C. § 794d; 36 CFR Part 1194); MN Digital Accessibility Standard	DOC Use Only
D.2	Non-contact visitation monitoring and controls remain accessible and consistent with platform-wide conformance	WCAG 2.1 Level AA; Section 508 (29 U.S.C. § 794d; 36 CFR Part 1194); MN Digital Accessibility Standard	DOC Use Only
DEVICE MANAGEMENT AND ADMINISTRATIVE INTERFACES (Appendix E Sec. 6)
E.1	DOC administrative portal (device management, reporting, monitoring) conforms to WCAG 2.1 AA / Section 508	WCAG 2.1 Level AA; Section 508 (29 U.S.C. § 794d; 36 CFR Part 1194); MN Digital Accessibility Standard	DOC Use Only
SUPPORT AND SERVICE LEVELS (Appendix E Sec. 16)
F.1	Critical notices and status pages accessible and compatible with assistive technologies, including screen readers and switch devices	WCAG 2.1 Level AA; Section 508 (29 U.S.C. § 794d; 36 CFR Part 1194); MN Digital Accessibility Standard	DOC Use Only
F.2	Accommodation requests (e.g., ASL interpreters, alternative formats) and any TRS-related support need treated as Priority 1 regardless of the underlying request	WCAG 2.1 Level AA; Section 508 (29 U.S.C. § 794d; 36 CFR Part 1194); MN Digital Accessibility Standard	DOC Use Only

File details come from the government source that posted it. Updated Sep 23, 2026.