Appendix_I_Definitions_FINAL.docx

Appendix I: Definitions The following terms have the meanings set forth below when used in this RFP and all appendices and exhibits. Where a term is not defined here, it shall be interpreted consistently with its ordinary meaning in the correctional communications industry and applicable Minnesota law.

Approved Expressly permitted in writing by an authorized DOC representative with authority over the applicable function or service area.

Correctional Grade Designed, tested, and rated for deployment in a secure correctional institutional environment. A correctional-grade device, hardware component, or system shall at minimum: (a) meet or exceed MIL-STD-810 or an equivalent impact, shock, and environmental-resistance standard; (b) incorporate tamper-resistant physical construction that resists disassembly and concealment of contraband; (c) exclude consumer-grade open wireless interfaces (Bluetooth, NFC, cellular) unless expressly approved by DOC and MNIT; (d) support centralized administrative management, remote lock, remote wipe, and content control; and (e) be manufactured or configured specifically for institutional deployment rather than adapted from a general consumer product without modification. References to "correctional grade" include any updated or successor industry standard or DOC-adopted specification designated in writing during the Contract Term.

CACTAS

Cashless Commissary and Trust Fund Accounting System, the DOC trust account management platform used to track incarcerated person financial balances, commissary transactions, release cards, and related account activity. References to CACTAS include any successor trust account system designated by DOC.

CJIS

Criminal Justice Information Services, the FBI division responsible for the CJIS Security Policy, establishes minimum security requirements for entities that access, store, or process Criminal Justice Information. Responders whose platforms access or store Criminal Justice Information under this program must comply with the current CJIS Security Policy as required by Section 22.5.

Contract Term The base program term of five (5) years from the date of program execution, with up to two (2) optional renewal periods of three (3) years and two (2) years respectively, for a maximum possible duration of ten (10) years. References to “program term” and “contract term” are used interchangeably in this RFP.

DOC

The Minnesota Department of Corrections.

Mandated Export Records (MER) Call records, messaging records, video visitation logs, device activity logs, administrative audit logs, and any other data category that DOC identifies in writing as subject to daily or more frequent export requirements under Section 20.

Incarcerated Person An individual confined in a Minnesota DOC facility at any point during the Contract Term. This term is used throughout this RFP to refer to end users of the platform who are in DOC custody and does not imply any particular legal status or classification.

Incarcerated Person Identifier The unique identifying number assigned to each incarcerated individual by DOC within its Offender Management System (OMS) or successor records system, used as the primary linking key across platform functions.

Material Significant enough that a reasonable party would consider it relevant to a procurement or operational decision. Where this RFP requires disclosure of material exceptions, assumptions, or changes, the proposer shall err toward disclosure rather than omission.

MNIT

The Minnesota Department of Information Technology Services, referred to as Minnesota IT Services or MNIT, the State's enterprise information technology agency responsible for network infrastructure, wireless access points, and related services under this procurement.

Near Real Time Within a maximum of 15 minutes of the triggering event (such as a transfer, housing change, or restriction update) unless a shorter interval is technically achievable and required by DOC for a specific function.

Protected Communications Calls, messages, or video sessions designated by DOC as privileged or confidential, including attorney-client communications, court-related sessions, and any other category DOC identifies as exempt from routine monitoring under applicable law or DOC policy.

RECS

The Minnesota Department of Administration Real Estate and Construction Services Division, the State entity responsible for construction governance and facility access coordination for physical deployment activities under this procurement.

OMS

Offender Management System, the DOC enterprise records system used to manage incarcerated person information including identity, housing assignment, classification, transfer, restriction status, and release. References to OMS include any successor records system designated by DOC. The OMS serves as the authoritative source for Incarcerated Person Identifiers and related identity data flowing to the vendor platform.

PIN

Personal Identification Number, the unique account credential assigned to each incarcerated person in the vendor platform for purposes of authentication, call authorization, contact list management, and activity tracking. A PIN is linked to the Incarcerated Person Identifier and travels with the individual upon intra-facility or inter-facility transfer.

Program Agreement The executed contract between DOC and the Selected Responder establishing the terms and conditions governing delivery of the services described in this RFP, including all exhibits, appendices, and subsequent amendments. References to “contract” and “program agreement” are used interchangeably in this RFP.

Responder A legal entity that submits a proposal in response to this RFP. A responder may be a single company, a joint venture, or a prime contractor that includes subcontractors. The prime contractor is responsible for the proposal and, if awarded, for all performance obligations under the Program Agreement. After contract execution, the awarded responder is referred to as the “Selected Responder” in this RFP.

SLA

Service Level Agreement, a contractual commitment defining the minimum performance standards (including availability, response times, and resolution targets) the Selected Responder must meet under the Program Agreement. Failure to meet an SLA may trigger service credits or other remedies.

Selected Responder The Responder awarded the Contract under this procurement. The term “Selected Responder” is used throughout this RFP to refer to the awarded party after contract execution. During the solicitation phase, the same entity is referred to as the “Responder.”