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Instructions MN DOC Electronic Services Platform RFP - Appendix C: Vendor Submission Pricing Workbook
| Purpose | |
| This workbook is Appendix C to your proposal, the vendor pricing submission for the Minnesota Department of Information Technology and Minnesota Department of Corrections Electronic Services and Communications Platform RFP. Complete every applicable blue and orange cell on the Rate Schedule tab, and please don't alter the formulas, structure, or column headers. |
| How to complete the Rate Schedule | |
| 1. Header | Enter your company name and submission date in the blue cells at the top of the Rate Schedule tab. |
| 2. Voice and video (Section 1) | Row 1.1 is pre-filled at $0.00 and needs no entry. Enter your proposed rate for row 1.2, the DOC-funded overage minutes. Row 1.3 is priced but not commission-eligible. |
| 3. Pricing for all other sections | Enter your proposed rate in every blue cell. Rates must be numeric and no less than $0.00. Where DOC commission applies, enter your proposed percentage in the orange cell as a decimal between 0 and 1 (0.20 equals 20%). |
| 4. Required no-charge services (Section 8) | These rows are required at $0.00 and already filled in. Just mark each row's Service Offered column “Provided.” These items are required system capabilities that must be provided without direct per-use charges; volumes are not provided because they do not affect the required ($0.00) pricing structure. |
| 5. Vendor-added services (Section 9) | Use rows 9.1 through 9.10 to propose any additional services, including the service name, billing unit, rate, and commission percentage where applicable. Enter your own estimated monthly volume for each service in the Volume column - this is your own planning estimate, not a DOC-provided figure, and it creates no guarantee of volume by the State. |
| 6. Service Offered | Select "Provided" for every service you will deliver, or "Not Provided" for services you won't offer. This selection directly controls the revenue and commission calculations: a rate entered on a row marked "Not Provided" will not be counted. If you enter a rate but haven't yet marked the row "Provided," that cell will highlight pink as a reminder, and the Flags column at the right of that row will spell out the same reminder in words. Please don't leave this blank. Separately, any Vendor Rate, DOC Commission %, or Volume cell will highlight dark red with white text - and the Flags column will explain why in words - if it contains text instead of a number, a negative value, or a commission/percentage over 100%. Correct any row with a Flags message before submitting; the Flags column is provided so the reminder doesn't rely on color alone. |
| 7. Escalation and rollout | On the Revenue Projections tab, propose your annual escalation percentage for each contract year as a decimal between 0 and 0.25. |
| 8. Blanks | Don't leave any pricing cell in Sections 1-8 blank. Enter $0.00 for services you don't offer, and mark the matching Service Offered cell "Not Provided." (Section 9 is the exception - see note 5 above: leave unused Vendor-Added Services rows completely blank.) |
| Section notes | |
| Section 1, Voice and Video | No DOC commission applies anywhere in this section, per Minn. Stat. § 241.252. Row 1.1 is vendor-absorbed at no cost. Row 1.2 is DOC-funded per department policy. Row 1.3 is charged to the external, receiving user only. |
| Section 2, Electronic Messaging | Row 2.1 is a platform access fee; enter $0.00 if you recover cost through per-message charges instead. Rows 2.4 and 2.5 apply only if offered. Row 2.6 is the only row in this section eligible for DOC commission, physical mail scanning; row 2.7 is not. |
| Section 3, Content and Media | Price each item in Section 3 individually; do not build a bundled rate into the per-service rows above. If you offer bundled or all-inclusive content pricing (for example, a flat monthly content pass), describe it in the Vendor-Added Services section (Section 9) using a clear unit such as ‘Per Incarcerated Person per month’ or ‘Flat monthly fee for the entire population.’ Bundled pricing is for negotiation and reference only and does not replace the required per-service rate entries above. |
| Section 4, Financial Services | Rows 4.1 through 4.3 are flat per-transaction fees; row 4.4 is a percentage of dollar volume transferred, not a flat fee - enter it as a decimal (0.03 means 3%, not $0.03), and the cell displays as a percentage. Use whichever ONE of these pricing methods matches your standard structure - not both. If you price using row 4.4, enter $0.00 for rows 4.1-4.3 and mark them “Not Provided”; if you price using rows 4.1-4.3, enter 0% for row 4.4 and mark it “Not Provided.” Rows 4.5 and 4.6 are additional financial functions; price them as applicable, or enter $0.00 if provided at no charge, and mark each row’s Service Offered column “Provided” or “Not Provided,” consistent with other sections. |
| Sections 5-7, Education, Programming, Reentry | Enter your rate and commission percentage for any service you offer. Rows 7.2 and 7.3 share the same DOC volume estimate. Vendors should indicate whether each service is provided. A value of “Not Provided” is acceptable but will be considered in the overall evaluation. |
| Section 9, Vendor-Added Services | Vendor-Added Services are optional to provide. Any costs associated with these services do not affect the responder's cost score - they are excluded from the primary Monthly/Annual Total and shown for informational and negotiation purposes only, though they may be considered qualitatively or in later negotiations. Enter your own estimated monthly volume for each service in the Volume column; this is your own internal planning estimate (not a DOC figure) and creates no guarantee of volume by the State. These rows no longer use the Service Offered dropdown - simply enter pricing and volume for any service you wish to propose. If you have fewer than ten additional services to propose, leave the unused rows completely blank; don't enter $0.00 placeholders in rows you're not using. |
| Contract term and price escalation | |
| Contract term | Five-year base term, with DOC options to renew for up to five additional years, ten years total. Rates entered on the Rate Schedule apply to Year 1. |
| Facility rollout | For evaluation and revenue-projection purposes, this workbook assumes a 24-month rollout across all 11 facilities; actual implementation timing may range from 18 to 24 months. The Revenue Projections tab scales Years 1 and 2 to this assumption; Years 3 through 10 assume full population. |
| Price escalation | Propose your own annual escalation percentage for each year on the Revenue Projections tab, as a decimal between 0% and 25%. Escalation compounds year over year and applies to per-unit rates only. |
| DOC commission eligibility | |
| Commission is permitted on row 2.6 within Section 2, on Sections 3 through 7 in full, and on Vendor-Added Services in Section 9. It is prohibited on Section 1 (voice and video) and the rest of Section 2, per Minn. Stat. § 241.252, and on Section 8, the required no-charge features. Commission percentages are collected for analysis and program reinvestment purposes and are not subtracted from the total cost used for primary scoring. |
| Data entry rules | |
| Rates must be numeric and no less than $0.00. DOC Commission percentage must fall between 0% and 100%. Annual escalation percentage on the Revenue Projections tab must fall between 0% and 25%. Entries outside these ranges are blocked when typed directly into a cell; if an invalid value is entered another way (for example, pasted in) it will instead highlight dark red so it can be corrected before submission. |
| Submission requirements | |
| Format | Submit this workbook as Appendix C of your proposal, in .xlsx format, completed in Microsoft Excel. Structural cells (labels, billing units, formulas, and the Section 1-8 State Volume Assumptions) are locked to protect the scoring calculations; your rate, commission percentage, and Service Offered cells remain fully editable, as does the Volume column in Section 9 (Vendor-Added Services), which you fill in yourself. Please don't attempt to unprotect or otherwise alter locked cells. Complete this workbook in Microsoft Excel rather than Google Sheets or another spreadsheet program - the cell protection and validation highlighting are not guaranteed to work correctly outside Excel. |
| Implementation costs | DOC will not separately fund or reimburse implementation, equipment, or training costs. Recover these through your proposed rates rather than a separate line item or invoice. |
| Math Error Check | Responder should ensure the cost information reflected in this Excel document is accurate prior to submitting for State review. In the event a mathematical discrepancy exists between unit prices and extended totals, the State will use the higher of the two costs for evaluation purposes. |
| Volume assumptions | The volume figures on the Rate Schedule tab for Sections 1-8 are preliminary DOC planning estimates only, not validated or guaranteed - see the full disclaimer on that tab. In Section 9 (Vendor-Added Services), the Volume column is instead filled in by you as your own planning estimate and likewise creates no guarantee of volume. |
Rate Schedule
| MN DOC Electronic Services Platform RFP — Rate Schedule | |
| Proposer Name and Company: | Rate Schedule — For Vendor Completion |
| Date Submitted: | |
Pursuant to Minn. Stat. § 241.252, neither the incarcerated person nor the receiving party may be charged for voice communication services provided by the department. For purposes of this procurement, DOC requires the awarded vendor to provide the first 1,000 minutes of voice communication per Incarcerated Person per month at no cost to DOC or either communicating party (Vendor-absorbed base service, row 1.1). Usage exceeding 1,000 minutes per Incarcerated Person per month will be funded directly by DOC per department policy and may not be charged to either party (row 1.2). See the Instructions tab for full detail.
Vendors must complete every blue (Vendor Rate) and orange (DOC Commission %) cell below. Column E ("State Volume Assumption") is DOC's preliminary planning estimate only — see the disclaimer at the bottom of this tab. A cell that turns dark red with white text contains an invalid entry (text instead of a number, a negative value, or a percentage over 100%) — please correct it before submitting.
| | # | Service Description | Billing Unit | State Volume Monthly Assumption |
| (DOC planning estimate — not guaranteed) | Vendor Rate ($) | DOC Commission % | DOC Commission $ | | |
| (auto-calc) | Service Offered? | | | | |
| (Provided / Not Provided) | Flags | | | | |
| SECTION 1 — VOICE & VIDEO COMMUNICATION SERVICES | No DOC commission per § 241.252 | Row 1.2 is DOC-funded per department policy, not required by statute | Appendix E Sections 7 & 9 | | | | | | |
| 1.1 | Voice call — no-cost minutes (first 1,000 minutes per Incarcerated Person per month @ 8,000) | Per IP per month | 8,000 | $0.00 | N/A — prohibited | N/A — prohibited |
| 1.2 | Voice call — minutes beyond the 1,000-minute monthly cap (DOC-funded overage) | Per minute | 100,000 | | N/A — prohibited | N/A — prohibited |
| 1.3 | Video visit — per minute (charged to external user) | Per minute | 75,000 | | N/A — prohibited | N/A — prohibited |
| SECTION 2 — ELECTRONIC MESSAGING | No DOC commission per § 241.252 except row 2.6 (Digital mail — physical mail scanning) | Appendix E Section 8 | | | | | |
| 2.1 | Messaging platform | Per message | 120,000 | N/A — prohibited | N/A — prohibited |
| 2.2 | Photo attachment + text message, combined — external user | Per attachment | 16,000 | N/A — prohibited | N/A — prohibited |
| 2.3 | Video attachment (max 30 sec) — external user | Per attachment | 4,000 | N/A — prohibited | N/A — prohibited |
| 2.4 | eCard / digital greeting | Per message | 4,000 | N/A — prohibited | N/A — prohibited |
| 2.5 | Standalone photo message (no accompanying text) — external user | Per message | 24,000 | N/A — prohibited | N/A — prohibited |
| 2.6 | Digital mail — physical mail scanning (external) | Per page | 18,000 | | $0.00 |
| 2.7 | Digital mail — electronic delivery to Incarcerated Person's device | Per page | 18,000 | N/A — prohibited | N/A — prohibited |
| SECTION 3 — CONTENT & MEDIA | DOC commission eligible — vendor enters commission % per service row | Appendix E Section 10 | | | | |
| 3.1 | Movies | Per minute | 1,200,000 | $0.00 |
| 3.2 | Song playback | Per minute | 1,200,000 | $0.00 |
| 3.3 | eBook reading | Per minute | 480,000 | $0.00 |
| 3.4 | Audiobook listening | Per minute | 360,000 | $0.00 |
| 3.5 | Podcast playback | Per minute | 180,000 | $0.00 |
| 3.6 | Internet radio | Per minute | 240,000 | $0.00 |
| 3.7 | Games | Per minute | 360,000 | $0.00 |
| 3.8 | News / Sports feed pass (30 days) | Per pass | 500 | $0.00 |
| 3.9 | Content access pass (30-day bundle) | Per pass | 1,000 | $0.00 |
| 3.10 | Television programs | Per minute | 720,000 | $0.00 |
| 3.11 | Applications | Per app | 500 | $0.00 |
| SECTION 4 — FINANCIAL SERVICES | Charged to sending party — DOC commission eligible | Appendix E Section 12 | | | | |
| 4.1 | Money transfer — online / web deposit | Per transaction | 6,000 | $0.00 |
| 4.2 | Money transfer — phone deposit | Per transaction | 1,500 | $0.00 |
| 4.3 | Money transfer — kiosk / in-person deposit | Per transaction | 1,500 | $0.00 |
| 4.4 | Money transfer — % of transfer (if applicable) | % of dollar volume transferred | 700,000 | $0.00 |
| 4.5 | Release-card issuance / release support functions | Per card issued | 300 | $0.00 |
| 4.6 | Electronic receipts for purchases and charges | Per receipt | 40,000 | $0.00 |
| SECTION 5 — EDUCATION | DOC commission eligible — vendor enters commission % per service row | Appendix E Section 11 | | | | |
| 5.1 | High school equivalency (GED) / secondary or postsecondary educational content | Per course enrollment | 250 | $0.00 |
| 5.2 | Coursework modules | Per module | 2,000 | $0.00 |
| 5.3 | Textbook access | Per title (30-day access) | 800 | $0.00 |
| 5.4 | Offline learning modules | Per module | 2,000 | $0.00 |
| SECTION 6 — PROGRAMMING | DOC commission eligible — vendor enters commission % per service row | Appendix E Section 11 | | | | |
| 6.1 | Cognitive behavioral programming | Per course enrollment | 400 | $0.00 |
| 6.2 | Substance use education | Per course enrollment | 300 | $0.00 |
| 6.3 | Self-guided mental health and well-being programming | Per 30-day access | 1,200 | $0.00 |
| 6.4 | Other rehabilitative programming options | Per course enrollment | 300 | $0.00 |
| SECTION 7 — REENTRY SUPPORTS | DOC commission eligible — vendor enters commission % per service row | Appendix E Section 11 | | | | |
| 7.1 | Job readiness resources | Per 30-day access | 1,500 | $0.00 |
| 7.2 | Financial literacy resources | Per 30-day access | 1,000 | $0.00 |
| 7.3 | Housing resources | Per 30-day access | 800 | $0.00 |
| 7.4 | Community reintegration resources / online resource repositories | Per 30-day access | 2,000 | $0.00 |
| 7.5 | Reentry planning / goal-setting resources | Per 30-day access | 1,500 | $0.00 |
| SECTION 8 — REQUIRED NO-CHARGE FEATURES | All items required at $0.00 | Appendix E Section 11 (baseline no-charge services) | | | | | |
| 8.1 | Grievances and requests | 0 | $0.00 | N/A — prohibited | N/A — prohibited |
| 8.2 | Applications for department programs or services | 0 | $0.00 | N/A — prohibited | N/A — prohibited |
| 8.3 | Legal library access | 0 | $0.00 | N/A — prohibited | N/A — prohibited |
| 8.4 | Department-facilitated assessments | 0 | $0.00 | N/A — prohibited | N/A — prohibited |
| 8.5 | Account balance / transaction history | 0 | $0.00 | N/A — prohibited | N/A — prohibited |
| 8.6 | Staff notices and facility communications | 0 | $0.00 | N/A — prohibited | N/A — prohibited |
| 8.7 | Medical requests and healthcare-request submission access | 0 | $0.00 | N/A — prohibited | N/A — prohibited |
| 8.8 | Behavioral health requests | 0 | $0.00 | N/A — prohibited | N/A — prohibited |
| SECTION 9 — VENDOR-ADDED SERVICES (Optional, Non-Scoring) | Excluded from Monthly/Annual Total | Enter your own Volume, Rate, and Commission % where applicable. | |
| 9.1 | $0.00 |
| 9.2 | $0.00 |
| 9.3 | $0.00 |
| 9.4 | $0.00 |
| 9.5 | $0.00 |
| 9.6 | $0.00 |
| 9.7 | $0.00 |
| 9.8 | $0.00 |
| 9.9 | $0.00 |
| 9.10 | $0.00 |
| VOLUME ASSUMPTION DISCLAIMER |
| The Projected Monthly Volume / State Volume Assumption figures shown in Column E for Sections 1–8 are preliminary planning estimates prepared by the Department of Corrections ("DOC") solely to provide vendors a common, consistent basis on which to submit comparable pricing. These figures have not been independently validated, are based on incomplete or approximate usage data, and are subject to change without notice. They do not represent a minimum, maximum, or average volume commitment, forecast, or guarantee of any kind, whether express or implied. DOC makes no representation or warranty, and assumes no liability, regarding the accuracy of these estimates or any vendor's reliance on them in preparing pricing, revenue projections, staffing plans, or any other business decision. Actual utilization following contract award may vary materially from these estimates. Vendors proceed at their own risk in relying on this data and are encouraged to build appropriate contingency into their pricing and operational planning. In Section 9 (Vendor-Added Services), the Column E figures are instead entered by the vendor as its own internal planning estimate, not a DOC figure, and likewise create no volume guarantee of any kind. |
| | ESTIMATED MONTHLY SUMMARY | Projected Section Volumes × Vendor Rate & DOC Commission | |
| | Section | Projected Monthly |
| Volume (8,000 IPs) | Estimated Revenue $ | Effective DOC | |
Commission Rate
| (Commission $ / Revenue $) | DOC Commission $ | | | | | | | |
| | Section 1 | | Voice & Video Communication | 183,000 | $0.00 | 0.0% | $0.00 |
| | Section 2 | | Electronic Messaging | 204,000 | $0.00 | 0.0% | $0.00 |
| | Section 3 | | Content & Media | 4,742,000 | $0.00 | 0.0% | $0.00 |
| | Section 4 | | Financial Services | 9,000 | $0.00 | 0.0% | $0.00 |
| | Section 5 | | Education | 5,050 | $0.00 | 0.0% | $0.00 |
| | Section 6 | | Programming | 2,200 | $0.00 | 0.0% | $0.00 |
| | Section 7 | | Reentry Supports | 6,800 | $0.00 | 0.0% | $0.00 |
| | Section 8 | | Required No-Charge Features ($0.00) | 0 | $0.00 | 0.0% | $0.00 |
| | Section 9 | | Vendor-Added Services (not in summary) | — | — | — | — |
| | MONTHLY | ESTIMATED / MONTH | | — | $0.00 | 0.0% | $0.00 |
| | ANNUAL | ESTIMATED / YEAR | | — | $0.00 | 0.0% | $0.00 |
| | See the "Revenue Projections" tab for facility rollout, utilization ramp, and 5-year/10-year multi-year pricing modeling. | | | | | | |
&9 Rate Schedule — Tier 3 (1,000 min.)
&8 MN DOC Electronic Services Platform RFP — Internal Draft &8 Page &P of &N
Revenue Projections
| MN DOC Electronic Services Platform RFP — Revenue Projections |
| Facility rollout, utilization ramp, and multi-year escalation modeling. Figures here pull live from the Rate Schedule tab's Estimated Monthly Summary (MONTHLY row) — complete the Rate Schedule first. |
| FACILITY ROLLOUT SCHEDULE & UTILIZATION RAMP |
| Facility populations sourced from MN DOC's Adult Prison Population Summary as of 01/01/2026 (mn.gov/doc/transparency-center/statistics), totaling 7,945 across these 11 facilities. Months 1-3 are dedicated entirely to infrastructure buildout (DOC access-point installation) — no facility goes live during this window. Faribault (the largest facility) goes live in Month 4, then remaining facilities roll out largest-first in evenly-spaced waves every 4 months, reaching 100% rollout by Month 24. |
For evaluation purposes only, DOC assumes service utilization scales proportionally with incarcerated population during rollout (i.e., 50% of population live is treated as approximately 50% of every revenue category in Years 1-2). This simplifying assumption may not hold equally well for fixed platform charges, minimum guarantees, systemwide services, implementation-related costs embedded in rates, or transaction-based financial services — actual utilization patterns may vary by service type.
| | Wave | Facilities | Facility |
| Population | Go-Live | | | |
| Month (Input) | Cumulative | | | |
| Population Live | Cumulative % | | | |
of Population Live
| 1 | Faribault | 1,964 | 4 | 1,964 | 24.7% |
| 2 | Lino Lakes, Togo | 1,325 | 8 | 3,289 | 41.4% |
| 3 | Moose Lake, Red Wing | 1,062 | 12 | 4,351 | 54.8% |
| 4 | St. Cloud, Willow River | 1,158 | 16 | 5,509 | 69.3% |
| 5 | Rush City, Oak Park Heights | 1,367 | 20 | 6,876 | 86.5% |
| 6 | Shakopee, Stillwater | 1,069 | 24 | 7,945 | 100.0% |
| TOTAL | | 7,945 | | | 100.0% |
| Quarter | Months Covered | Contract Year | Avg. % of Population Live (this quarter) |
| Q1 | Months 1-3 | Year 1 | 0% |
| Q2 | Months 4-6 | Year 1 | 25% |
| Q3 | Months 7-9 | Year 1 | 36% |
| Q4 | Months 10-12 | Year 1 | 46% |
| Q5 | Months 13-15 | Year 2 | 55% |
| Q6 | Months 16-18 | Year 2 | 69% |
| Q7 | Months 19-21 | Year 2 | 81% |
| Q8 | Months 22-24 | Year 2 | 91% |
| Year 1 Avg. Utilization: | 27% |
| Year 2 Avg. Utilization: | 74% |
| MULTI-YEAR PRICING PROJECTION — VENDOR-PROPOSED ESCALATION |
| Contract structure: 5-year base term, with DOC options to renew for up to an additional 5 years (10 years total). Vendor proposes its own annual escalation percentage for each year (Year 2 vs. Year 1, Year 3 vs. Year 2, etc. — orange cells) rather than a single DOC-set rate, since cost structure varies by vendor. Escalation compounds year over year and applies to per-unit rates only. Years 1-2 are also scaled by the facility rollout utilization % from the table above, since not all 11 facilities are live immediately; Years 3-10 assume full (100%) population. The State will evaluate proposals in part on total projected 10-year cost using these escalation assumptions, not solely on Year 1 pricing — vendors must provide realistic long-term escalation assumptions. |
| | Year | Contract |
| Period | Vendor Escalation % | | |
| (vs. prior year) | Cumulative | | |
| Escalation Multiplier | Utilization | | |
| Ramp % | Monthly Revenue | | |
| (Est.) | Annual Revenue | | |
| (Est.) | Annual DOC | | |
| Commission (Est.) | Cumulative Revenue | | |
(Since Year 1)
| 1 | Base Term | baseline | 1.000 | 27% | $0.00 | $0.00 | $0.00 | $0.00 |
| 2 | Base Term | | 1.000 | 74% | $0.00 | $0.00 | $0.00 | $0.00 |
| 3 | Base Term | | 1.000 | 100% | $0.00 | $0.00 | $0.00 | $0.00 |
| 4 | Base Term | | 1.000 | 100% | $0.00 | $0.00 | $0.00 | $0.00 |
| 5 | Base Term | | 1.000 | 100% | $0.00 | $0.00 | $0.00 | $0.00 |
| 6 | Renewal Option Period | | 1.000 | 100% | $0.00 | $0.00 | $0.00 | $0.00 |
| 7 | Renewal Option Period | | 1.000 | 100% | $0.00 | $0.00 | $0.00 | $0.00 |
| 8 | Renewal Option Period | | 1.000 | 100% | $0.00 | $0.00 | $0.00 | $0.00 |
| 9 | Renewal Option Period | | 1.000 | 100% | $0.00 | $0.00 | $0.00 | $0.00 |
| 10 | Renewal Option Period | | 1.000 | 100% | $0.00 | $0.00 | $0.00 | $0.00 |
| 5-YEAR | BASE TERM TOTAL | | — | $0.00 | — | $0.00 | | |
| 10-YEAR | BASE + RENEWAL OPTIONS TOTAL | | — | $0.00 | — | $0.00 | | |