ECSD RFQ Legal Mail System.docx

ESSEX COUNTY SHERIFF’S DEPARTMENT

REQUEST FOR QUOTE (RFQ)

RFQ TITLE:

Procurement of Secure Electronic Privileged Legal Mail System

BID NUMBER:

BD-26-1401-ECSD1-ECSD1-129142

ISSUE DATE:

05/08/2026

RESPONSE DEADLINE:

06/08/2026

SUBMIT RESPONSES TO:

Essex County Sheriff’s Department 20 Manning Avenue Middleton, MA 01949 Attn: Sarika Shrestha, Procurement Director Email: sshrestha@essexsheriffma.org Phone: 978-750-1900

1. PURPOSE

The Essex County Sheriff’s Department (“ECSD”) is soliciting quotes from qualified vendors for the purchase, installation, licensing, maintenance, and support of a secure electronic privileged legal mail delivery platform for use at the Essex County Correctional Facility.

The purpose of this procurement is to improve the security, confidentiality, and operational efficiency of legal and privileged correspondence while reducing the introduction of contraband into correctional facilities.

2. BACKGROUND

ECSD seeks a legally compliant electronic legal mail platform capable of securely receiving, encrypting, transmitting, printing, and documenting privileged legal communications between verified legal senders and incarcerated individuals.

The system must maintain confidentiality protection while providing secure delivery, user authentication, audit confirmation, and proof-of-delivery capabilities.

3. SCOPE OF WORK

The awarded vendor shall provide a complete turnkey solution, including:

· Delivery and installation of one (1) secure legal mail kiosk or equivalent system unit, with the ability for ECSD to add additional units in the future as operational needs arise at other ECSD facilities

· Secure electronic legal mail platform

· Encryption and secure transmission capabilities

· PIN-based inmate authentication

· Direct print legal mail functionality

· Sender verification and credential validation

· Ongoing software licensing

· Technical support and maintenance services

· Remote diagnostics and monitoring

· Staff training and implementation support

4. REQUIRED SYSTEM CAPABILITIES

The proposed system must include the following minimum capabilities:

A. Security & Compliance

· End-to-end Encrypted legal and privileged communications

· Compliance with federal, state, and local legal mail requirements

· Secure authentication utilizing confidential inmate PIN access

· Secure purge/removal of legal mail data following delivery confirmation

· Separate acknowledgment/signature verification process for staff and incarcerated individuals

· Protection against unauthorized access B. Operational Features

· Direct print delivery of legal correspondence within the correctional facility

· Digital proof-of-delivery confirmation

· Verification and vetting of legal senders through state bar association credentials and EIN verification

· Secure upload and transmission of legal documents

· Staff-controlled access management C. Reliability & Support

· Minimum 99.9% annual system uptime

· 24/7 system monitoring

· Remote troubleshooting capability

· Replacement hardware availability

· Dedicated technical support during normal business hours

· Software updates and upgrades included

5. VENDOR RESPONSIBILITIES

The awarded vendor shall:

1. Coordinate implementation with ECSD staff

2. Install and configure all hardware and software

3. Provide all maintenance and repair services

4. Replace failed hardware as needed

5. Provide training for designated staff

6. Maintain confidentiality and data security

7. Provide customer service and technical support

8. Supply all software licensing and updates

6. FACILITY RESPONSIBILITIES

ECSD shall provide:

· Appropriate installation space

· Standard volt electrical outlets

· Internet connectivity

· Designated personnel for system coordination

· Verification of privileged legal users

7. PRICING REQUIREMENTS

Vendors shall provide detailed pricing for:

· Hardware costs

· Installation costs

· Software licensing fees

· Monthly recurring costs

· Maintenance/support costs

· Annual escalation provisions, if applicable Pricing must remain valid for a minimum of ninety (90) days following submission.

8. SUBMISSION REQUIREMENTS

Vendor responses shall include:

1. Company background and qualifications

2. Detailed description of proposed solution

3. Technical specifications

4. Security and encryption protocols

5. Pricing proposal

6. Proposed implementation timeline

7. Service level agreement (SLA)

8. Warranty information

9. References from correctional facilities or government agencies

12. DESIRED IMPLEMENTATION

ECSD anticipates implementation and deployment upon contract award and mutually agreed installation scheduling.

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