Attachment_A.docx

ATTACHMENT A

This Solicitation is a Contract Document and is a request for proposal in connection with the Contract awarded by the ODOC as more particularly described below. Any defined term used herein but not defined herein shall have the meaning ascribed in the General Terms or other Contract Document.

PURPOSE

The Contract is awarded on behalf of the Oklahoma Department of Corrections (ODOC).

BACKGROUND

It is the overall mission of the ODOC to protect the public, the employees and the inmate population. This is to include housing, clothing, food and medical care to its inmates, to maintain a safe and secure prison system, to keep accurate records, to offer job training, education, counseling, work and treatment programs deemed appropriate to monitor and advance the rehabilitative progress of its inmates, to provide a fair and orderly progression through custody levels, and to make data and recommendations regarding parole available to the Pardon and Parole Board.

1. Contract Term and Renewal Options This Contract is a one year contract with two one-year options to renew at the same terms and conditions.

2. Scope of Work

2.1. Contractor shall collect and accept the total quantity of ODOC confiscated cell phones with one collection per calendar quarter with the initial collection taking place within two weeks of date of award. Contractor assumes all responsibility and liability for the collection, loading, and transport of phones.

2.2. The collection location will be Lexington Assessment and Reception Center (LARC), 15151 State Highway 39, Lexington, OK 73051. Contractor must coordinate with the Office of the Inspector General the pickup of phones within an acceptable amount of time prior to the desired collection date.

2.2.1. Contact Information for the phone collection: Robert Foust, (405) 651-4829, robert.foust@doc.ok.gov or an approved designee.

2.3. Phone Collection/Destruction

2.3.1. For the initial collection, the amount paid for each phone shall be based upon pricing that was proposed by Contractor on Exhibit 1 - Pricing at the time of their bid. For all other phones not listed on Exhibit 1 - Pricing, or phones or phone parts that are designated for destruction with the initial collection, the amount paid will follow the same structure as established for each collection.

2.3.2. The amount paid for each phone shall be no less than Contractor’s current published price at the time of collection.

2.3.3. For any phone not existing within the Contractor’s published price list at the time of collection, the amount paid shall be no less than the current market price. For those phones or phone parts designated for destruction, the amount paid for each phone shall be no less than current scrap weight pricing.

2.3.4. Contractor shall certify that the prices paid for each phone are in accordance with published price lists or current market values as described above and shall be required to provide ODOC with documentation to support the pricing listed.

2.3.5. Contractor shall erase all data from all cell phones, except for those that are physically destroyed. The contractor is solely responsible for all data destruction.

2.3.6. The Contractor shall provide data erasure services using ODOC approved industry standard phone check diagnostic and data erasure software. The data erasure software must be certified by the International Organization for Standardization (ISO).

2.3.7. The software must utilize cryptographic and multi-layer Department of Defense/DoD3 level wipe access, per Asset Disposal and Information Security Alliance (ADISA) standards.

2.3.8. Contractor shall physically destroy any phone that cannot be erased due to functionality and/or is determined not appropriate for resale. Contractor must recycle all destroyed phones using R2 standards.

2.4. Audit Trail Documentation Report. Contractor shall include the following the following information no later than 60 days after date of collection, to be received by both the Office of the Inspector General and with the payment notification described below:

2.4.1. Cell Phone Manufacturer/Model/Serial Number.

2.4.2. The date of data removal/destruction.

2.4.3. The data removal/destruction method utilized.

2.4.4. The price paid for each phone and approved documentation to support the pricing.

2.5. Payment

2.5.1. Payments will be made payable to the Oklahoma Department of Corrections via electronic funds transfer (EFT).

2.5.2. Payment terms will be net 45 days from date of phone collection.

2.5.3. Payment notification shall be made via e-mail to: deposits@doc.ok.gov. The notification shall include:

2.5.3.1. The dollar amount of the payment.

2.5.3.2. The date that the payment is set to draft.

2.5.3.3. A copy of the remittance advice.

2.5.3.4. A copy of the Audit Trail Documentation Report.

09/01/2020