Exhibit A-3 Technical_Reqs_Matrix (2).xlsx
XLSX spreadsheet 53 KB Posted
- Attached to
- RFP C5612999
- Solicitation number
- C5612999
- Issued by
- California
About this file
This is a Technical Requirements Matrix document for RFP C5612999, an IP Mail Scanning Solution procurement by a California state or local government agency. The document establishes the technical specifications and functional requirements that vendor solutions must meet to be considered responsive to the solicitation. The matrix outlines mandatory and desired capabilities across multiple categories including scanning hardware specifications, software functionality, integration requirements, security features, and performance standards. The requirements are structured to ensure that proposed solutions can effectively process incoming mail, digitize documents, and integrate with existing government information systems while maintaining compliance with relevant data protection and accessibility standards.
The Technical Requirements Matrix serves as the evaluation standard against which all submitted proposals will be assessed. Vendors must demonstrate that their IP Mail Scanning Solution meets or exceeds the specified technical parameters, with requirements typically delineated between mandatory features necessary for contract award and optional features that may provide competitive advantage. The matrix allows evaluators to objectively compare vendor offerings against a consistent set of criteria and ensures all bidders understand the minimum technical capabilities expected of winning solutions before submitting their proposals.
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Text version
Instructions
| Exhibit A – Attachment 2 Business Requirements Instructions |
| This workbook must be completed by the Bidder and submitted as part of their Final Proposal. |
| The following worksheets are included in the Exhibit A – Attachment 2 Business Requirements |
| ADA |
| Mail Facility & Operations |
| Scanned Mail Applications |
| Customer Support Services |
| Additional Qualifications |
| The requirements are presented in the following manner. |
| Category |
| The high level organization of the Requirements. |
| Req # |
| The unique ID number associated with each Requirement. |
| Function |
| The functional goal category for the Requirements. |
| Requirement Description |
| The description of the actual Requirement. |
| Type |
| The requirement type, as follows: |
| (M) - Mandatory; all responsive proposals must meet these requirements. |
| (M)(S) - Mandatory Scored; all responsive proposals must meet these requirements. Score is based upon the ability of the Bidder to describe solution functionality identified in the requirement, method to achieve the requirement, and other factors/features. |
| (NM)(S) - Non-Mandatory Qualifications Scored; desirable qualifications requirement is not mandatory to meet. If it is included, score is based upon the ability of the Bidder to describe solution functionality identified in the requirement, method to achieve the requirement, and other factors/features. |
| Maximum Points |
| The maximum points are assigned to each requirement if (M)(S) or (NM)(S) and Pass/Fail (P/F) if the requirement is (M). The total maximum points for Business Requirements is 556 Points. |
| Bidder's Response |
| The Bidder must complete all yellow highlighted cells. |
| Bidder Agrees to Meet Requirement (Yes/No) |
| Bidder shall select either “Yes” or “No” in this column. Note: any proposal which does not include a "Yes" after every Mandatory or Mandatory Scored requirement will be considered non-responsive and disqualified from contract award. |
| Describe the Proposed Solution to Meet or Exceed Requirement. |
| Bidders must provide a description of the proposed solution to meet or exceed the requirement. A description must be provided for (M)(S) Mandatory Scored type requirements. Requirement type specified as (NM)(S) Non-Mandatory Scored are optional; however, no points will be awarded if this column is left blank. References to Marketing Materials or Literature are NOT acceptable. |
State of California California Department of Corrections and Rehabilitation &A RFP C5611826, Addendum 2 Business Requirements 9/25/2024
ADA
| Bidder's Name: | Please Select… | |||||||
| CATEGORY: ADA | Yes | |||||||
| Bidder's Response | No | |||||||
| Req # | Support Class | Function | Requirement Description | Type | Maximum Points | Bidder Agrees to Meet Requirement | ||
| (Y/N) | Describe the Proposed Solution to Meet or Exceed Requirement | |||||||
| ADA-100 | ADA Solution Requirements - Scanned Mail (First-Class) | |||||||
| ADA-101 | General | Compliance | The Solution shall comply with Web Content Accessibility Guidelines (WCAG) version 2.2 Level AA, ensuring accessible user experiences for incarcerated persons, CDCR staff and subcontractors, and vendor staff and subcontractors. |
Minimum Capabilities:
• Implement WCAG 2.2 Level AA standards across all user interfaces.
• Ensure consistent accessibility for all supported user roles.
• Maintain accessible interaction patterns across devices and platforms.
| • Support updates to maintain compliance as standards evolve. | (M)(S) | 10 | Please Select… | |
| ADA-102 | Vision Impairment | Magnification | The Solution shall provide the ability to magnify or enlarge on‑screen content to improve visibility when native device accessibility features are not inherited. |
Minimum Capabilities:
• Enable adjustable screen magnification within the application.
• Support enlargement of text, images, and interface components.
• Maintain clarity and usability when magnified.
| • Allow users to toggle magnification controls as needed. | (M)(S) | 5 | Please Select… | |
| ADA-103 | Vision Impairment | Large Text | The Solution shall allow configuration of default text size to support users with vision impairments when native device accessibility features are not inherited. |
Minimum Capabilities:
• Provide selectable large‑text display options.
• Ensure consistent scaling across all screens and modules.
• Preserve readability and layout integrity at increased sizes.
| • Allow user‑controlled text size adjustments. | (M)(S) | 5 | Please Select… | |
| ADA-104 | Vision Impairment | Color Inversion | The Solution shall provide color inversion and color filtering options to improve visibility, including support for “dark mode,” when native device accessibility features are not inherited. |
Minimum Capabilities:
• Enable user‑selectable color inversion modes.
• Support optional color filters to enhance contrast.
• Maintain consistent readability across all visual elements.
| • Apply selected color modes throughout the application. | (M)(S) | 5 | Please Select… | |
| ADA-105 | Vision Impairment | High Contrast Text | The Solution shall provide enhanced text‑visibility settings, including high‑contrast modes to support users with color‑vision or contrast sensitivities, when native device accessibility features are not inherited. |
Minimum Capabilities:
• Provide user‑selectable high‑contrast text options.
• Ensure text remains legible across varied backgrounds.
| • Apply high‑contrast settings consistently across the User Interfaces | (M)(S) | 5 | Please Select… | |
| ADA-106 | Vision Impairment | Screen Reader/Text-To-Speech | The Solution shall provide text‑to‑speech capability that can read aloud all on‑screen text when native device accessibility features are not inherited. |
Minimum Capabilities:
• Read aloud all supported content types system‑wide.
• Provide user‑controlled playback options.
| • Maintain accurate reading order and focus indicators. | (M)(S) | 5 | Please Select… | |
| ADA-107 | Vision Impaired | Voice Commands | The Solution shall provide voice‑command capabilities that allow users to perform navigation and control actions using spoken input when native device accessibility features are not inherited. |
Minimum Capabilities:
• Support essential navigation and control via voice commands.
• Provide clear prompts and feedback for supported commands.
| • Ensure reliable recognition of common voice inputs. | (M)(S) | 5 | Please Select… | |
| ADA-108 | Vision Impaired | Gesture Navigation | The Solution shall support intuitive gesture‑based navigation allowing users to perform essential tasks such as selecting options, accessing features, and navigating menus when native device accessibility features are not inherited. |
Minimum Capabilities:
• Provide gesture controls for core navigation actions.
• Maintain consistent gesture behavior throughout the application.
| • Ensure gestures are usable by individuals with diverse abilities. | (M)(S) | 5 | Please Select… | |
| ADA-109 | Hearing Impaired | Sound Amplification | The Solution shall support device sound‑amplification features, including volume‑boosting controls, when native device accessibility features are not inherited. |
Minimum Capabilities:
• Provide in‑application access to sound‑amplification controls.
• Support increased volume levels where permitted by device hardware.
• Maintain clear audio output for alerts and system messages.
| • Apply amplification settings consistently across all audio elements. | (M)(S) | 5 | Please Select… | |
| ADA-200 | ADA Offender Documentation & Training | |||
| ADA-200 | Training | ADA Tutorials and Instructions | The Vendor shall ensure that all tutorials and instructional materials accommodate ADA requirements and reasonable modifications for users with hearing impairments, vision impairments, learning disabilities, or low literacy levels (TABE score below 4.0). Materials shall be provided in accessible formats that support equitable use. |
Minimum Capabilities:
• Provide tutorials in alternative formats such as sign language, large‑text content, braille, and voice‑based instructions.
• Ensure instructional materials support diverse learning needs and accessibility requirements.
• Maintain consistency in accessibility across all training modules.
• Update materials as needed to remain compliant with ADA standards and CDCR guidance.
| •Upon completion of training, ADA IPs shall be able to utilize the accessibilty features and functionality of the Solution | (M)(S) | 5 | Please Select… | |
| ADA-300 | Other Requirements | |||
| ADA-301 | General | On-going Compliance | The Vendor shall continuously monitor and incorporate new ADA‑compliant functionality as accessibility standards evolve and new technologies become available, ensuring the Solution maintains ongoing adherence to ADA guidelines and best practices. |
Minimum Capabilities:
• Track and evaluate emerging accessibility features.
• Integrate updated ADA‑compliant capabilities into the Solution.
• Ensure continued conformance with ADA requirements.
| • Document updates and make them available for CDCR review. | (M)(S) | 5 | Please Select… | |
| ADA-302 | General | Compliance Specialist | The Vendor shall collaborate with CDCR to implement ADA‑compliant accommodations recommended by qualified specialists, ensuring incarcerated persons with disabilities receive equal access to programs and services consistent with legal requirements and court‑ordered outcomes. |
Minimum Capabilities:
• Support case‑by‑case accommodation decisions.
• Implement specialist‑recommended accessibility adjustments.
• Ensure access to features equivalent to those available to non‑disabled users.
| • Document and track accommodations applied for each recommended adjustment. | (M)(S) | 5 | Please Select… | |
| ADA-303 | Training | Training - ADA Incarcerated Persons (Implementation) | The Vendor shall validate the facility’s ADA population to ensure inclusive training accommodations. The Vendor shall provide on‑site training for disabled incarcerated persons on the use of the IP Web App during go‑live at each facility. Each facility shall receive at least two training sessions during normal business hours. |
Minimum Capabilities:
•On‑site training delivered at facility go‑live.
•Training tailored for accessibility and ADA compliance.
| •Scheduling coordinated with CDCR PMs or designated representatives. | (M)(S) | 5 | Please Select… | ||
| Total Maximum Points for Business Requirement - ADA | 70 |
State of California California Department of Corrections and Rehabilitation &A RFP C5611826, Addendum 2
Mail Facility & Operations
| Bidder's Name: | ||||||
| CATEGORY: Physical Mail Facility & Operations | ||||||
| Bidder's Response | ||||||
| Req # | Function | Requirement Description | Type | Maximum Points | Bidder Agrees to Meet Requirement | |
| (Yes/No) | Describe the Proposed Solution to Meet or Exceed Requirement | |||||
| FAC-100 | Physical Mail Facility | |||||
| FAC-101 | Facility - Location | The Vendor shall provide and operate a physical mail processing facility that meets CDCR requirements for secure receipt and handling of incoming mail. The facility shall be located within the United States and shall maintain a dedicated PO Box for incoming CDCR mail. |
Minimum Capabilities:
• Maintain facility operations within the United States.
• Provide a dedicated PO Box for all CDCR incoming mail.
• Ensure mail routing and receipt processes are consistently managed.
| • Log receipt of mail delivered to the PO Box. | (M)(S) | 5 | Please Select… |
| FAC-102 | Facility - Security | The Vendor shall operate a physical mail processing facility with security controls that ensure safe and compliant handling of CDCR mail, including access control, monitoring, and physical safeguards. |
Minimum Capabilities:
• Enforce controlled access with sign‑in and sign‑out procedures.
• Maintain 24/7 video monitoring throughout the facility.
• Implement physical security measures such as two‑person integrity.
| • Retain records of access and monitoring activities. | (M)(S) | 5 | Please Select… |
| FAC-103 | Facility - Storage | The Vendor shall maintain secure storage conditions within the physical mail processing facility to ensure separation and protection of agency‑specific mail and contraband items. |
Minimum Capabilities:
• Provide locked and segregated storage for any contraband.
• Maintain locked, segregated containers for multiple agencies, when applicable.
• Ensure restricted access to all stored items.
| • Log placement and removal of items from storage. | (M)(S) | 5 | Please Select… |
| FAC-104 | Facility - Staff | The Vendor shall staff the physical mail processing facility with personnel directly employed by the Vendor and ensure all staff meet CDCR background requirements. |
Minimum Capabilities:
• Employ facility staff directly (no subcontracted or staffing‑agency personnel).
• Conduct background checks initially and at defined re‑check intervals.
• Vendor staff complete CDCR Form 2189 to identify incarcerated relatives or associates.
• Maintain records of staff screening and eligibility.
| • Ensure staff are trained in facility operations and CDCR requirements. | (M)(S) | 5 | Please Select… |
| FAC-105 | Facility - Safety | The Vendor shall maintain safety controls within the physical mail processing facility to ensure secure and compliant handling of mail and contraband. |
Minimum Capabilities:
• Provide dedicated workstations for opening and inspecting mail.
• Implement safety practices for contraband handling, including negative air pressure or designated safe zones.
• Supply appropriate personal protective equipment.
| • Maintain documentation of safety procedures and staff training. | (M)(S) | 5 | Please Select… |
| FAC-106 | Facility - Receiving First-Class Mail (Physical Mail) | The Vendor shall ensure the physical mail processing facility can receive, intake, and screen all First‑Class Mail addressed to incarcerated persons in accordance with California Code of Regulations Title 15 requirements, including weight, format, and prohibited content restrictions. |
Minimum Capabilities:
• Accept all eligible First‑Class Mail as defined in California Code of Regulations Title 15 § 3133
• Accept and sign off on receipt of "Certified" first-class mail
• Accept and sign off on GLS (Professional Courier Service) Overnight forwarded First-Class Mail from Institutions yet to transtion to scanned mail
| • Maintain an intake log of all exceptions and non‑qualifying mail. | (M)(S) | 5 | Please Select… |
| FAC-107 | Facility - Disposal | The Vendor shall dispose of physical mail that has exceeded the approved retention period by using secure destruction methods that render personal information unreadable or indecipherable. |
Minimum Capabilities:
• Shred, burn, or pulverize physical mail to meet destruction requirements.
• Maintain records of all disposal actions.
• Ensure disposal processes comply with CDCR security standards.
| • Control and document chain‑of‑custody until destruction is complete. | (M)(S) | 5 | Please Select… |
| PMP-200 | Physical Mail Processing | ||
| PMP-201 | Processing - Volume | The Solution must be capable of processing the full volume of incoming physical mail required for CDCR incarcerated first-class mail operations, including both Proof‑of‑Concept and statewide workloads. |
Minimum Capabilities:
• Process the full volume of incoming physical mail for the Proof‑of‑Concept at RJD. (Currently approximately 11,600 mail pieces monthly)
• Process the full volume of incoming physical mail for the statewide deployment. (Currently approximately 465,000 mail pieces monthly)
• The maximum weight for a "large flat" First-Class letter is 13 ounces (approx 60-70 pages)
| • Log processing totals for reporting and capacity management. | (M)(S) | 5 | Please Select… |
| PMP-202 | Processing - Timely Delivery of Mail | The Solution must sort digital copies of First-Class Mail as soon as possible, but no later than three (3) calendar days from receipt at the contractor’s mail processing facility until appropriately routing into one of the four following categories: |
1. Allowed Mail
2. Flagged for Review Queue
3. Exception Handling
4. Potential Controlled Substance Detected
Minimum Capabilities:
• Ensure the three (3) day delivery clock is not paused for internal processing, automated screening, or Flagged for Review routing.
| • Log receipt, processing, and delivery/sorting timestamps. | (M)(S) | 5 | Please Select… |
| PMP-203 | Processing - Exception Handling | The Solution shall provide full exception‑handling capabilities for incoming first‑class mail that cannot be processed through the standard scanned mail and digital delivery workflow. The Solution shall detect mail items that contain materials beyond hand‑ or typewritten content, photos etc. and shall process these items according to the business rules defined in the detailed exception requirements. |
Minimum capabilities:
• Identify and classify mail items requiring exception handling based on their contents.
| • Perform all applicable exception‑handling steps, including but not limited to: labeling, forwarding, return‑to‑sender actions, generating notifications, and logging all activities for audit purposes. | (M)(S) | 5 | Please Select… |
| PMP-204 | Processing - Damaged First-Class Mail | Minimum Capabilities |
• Identify and flag mail items which were damaged either upon receipt from USPS or during the Mail Scanning Process at the Vendors Facility
• Notify the Incarcerated Person
• Envelope Damaged and Addressee Illegible - return to sender
| • Contents Damaged / Incomplete - Scan contents but notify IP as recieved damaged and/or damaged during scanning | (M)(S) | 5 | Please Select… |
| XHF-300 | Exception Handling Workflows - Forwarding | ||
| XHF-301 | Exception Handling - Forwarding | The Solution shall support an exception‑handling process for physical mail that must be forwarded rather than digitally processed. The Solution shall identify mail requiring forwarding to CDCR institutions, law enforcement, or other investigative entities, provide appropriate workflows, notifications, and audit logging. |
Minimum Capabilities
• Identify and flag mail items requiring physical forwarding based on content or screening criteria.
• Provide a forwarding workflow separate from the standard digital mail process.
• Forward to the appropriate CDCR Institution etc. via "Certified" First-Class mail to ensure trackability
• Maintain chain‑of‑custody records in accordance with CDCR policy
| • Generate notifications and handling instructions for designated staff. | (M)(S) | 5 | Please Select… |
| XHF-302 | Forwarding - CDCR Staff Request Forward | The Solution shall provide the capability for authorized CDCR staff to request any specific mail item or batch of physical mail pieces to be forwarded to the Institution or other applicable departmental or partner agency address |
Minimum Capabilities:
• Receive "Request to Forward" from authorized CDCR Staff
• Forward identified contraband items to Local Law Enforcement.
• Notify authorized CDCR staff with item details.
| (M)(S) | 5 | Please Select… |
| XHF-303 | Forwarding - Contraband | The Solution shall screen incoming physical mail for contraband in accordance with California Code of Regulations Title 15, § 3006, and any mail containing contraband shall be immediately forwarded to Local Law Enforcement with notification sent to authorized CDCR staff. |
Minimum Capabilities:
• Detect contraband based on CDCR policy and screening criteria.
• Place mail items / detected illegal contraband in secure physical storage.
• Notify authorized CDCR ISU & OCS with item details, and status as pending drug test with Local Law Enforcement.
• Notify Local Law Enforcement of detected contraband items awaiting pick up, testing, and investigation as applicable.
| (M)(S) | 5 | Please Select… |
| XHF-304 | Forwarding - Funds Enclosed | The Solution shall screen incoming physical mail for funds or negotiable instruments that must be forwarded directly to the institution, and such items shall not be scanned or digitally delivered to the incarcerated person. |
Minimum Capabilities:
• Contents (physical money order etc) must not be scanned and digitally delivered to the IP communication tablet
• Envelope must be scanned and digitally delivered to the IP communication tablet for proof of receipt
• IP notification that contents were forwarded to the institution per CDCR policy for "Funds Enclosed"
• Forward identified items to the institution for appropriate handling.
| • Notify authorized CDCR staff with item details. | (M)(S) | 5 | Please Select… |
| XHF-305 | Forwarding - Paroled | The Solution shall support forwarding of physical First‑Class mail addressed to individuals who have paroled, routing such mail to the designated CDCR Parole Region address with the required “Paroled Region #____” label applied. |
Minimum Capabilities:
• Forward mail to the appropriate Parole Region address.
| • Notify authorized CDCR staff and record forwarding actions. | (M)(S) | 5 | Please Select… |
| XHF-306 | Forwarding - Sensitive Documents | The Solution shall screen incoming physical mail for sensitive documents that must be forwarded directly to the institution and shall not scan or digitally deliver these items to the incarcerated person. |
Minimum Capabilities:
• Contents (senstive / government issued document etc) must not be scanned and digitally delivered to the IP communication tablet
• Envelope must be scanned and digitally delivered to the IP communication tablet for proof of receipt
• IP notification that contents were forwarded to the institution per CDCR policy for "Sensitive Document"
• Forward identified documents to the institution for proper handling.
• Notify authorized CDCR staff with item details.
| (M)(S) | 5 | Please Select… |
| XHF-307 | Forwarding - Social Security, Veterans Affairs, Welfare Benefits | The Solution shall screen incoming physical mail for benefit‑related checks or documents and forward such items directly to the institution, as these materials shall not be scanned or digitally delivered to the incarcerated person. |
Minimum Capabilities:
• Contents (benefits instrument etc) must not be scanned and digitally delivered to the IP communication tablet
• Envelope must be scanned and digitally delivered to the IP communication tablet for proof of receipt
• IP notification that contents were forwarded to the institution per CDCR policy for "Benefits"
• Forward identified items to the institution for appropriate processing.
• Notify authorized CDCR staff with item details.
| (M)(S) | 5 | Please Select… |
| XHF-308 | Forwarding - Mixed Correspondence and Funds / Sensitive Docs / Benefits | The Solution shall screen incoming physical mail to identify any mail pieces that contain both standard correspondence (handwritten or typed pages, photos, etc.) and items requiring exception handling. The Solution shall separate the correspondence for scanning and digital delivery, while routing the exception‑handling portion into the appropriate workflow. |
Minimum Capabilities:
• Identify and separate the exception handling items per the applicable workflow (e.g., funds, sensitive documents, benefits).
• Indentify and separate correspondence items to follow the normal scanning/digital delivery process
• Mixed contents (funds/sensitive docs/benefits instrument etc) must not be scanned and digitally delivered to the IP communication tablet
• Envelope must be scanned and digitally delivered to the IP communication tablet for proof of receipt
• IP notification that contents were forwarded to the institution per CDCR policy for "Funds/Sensitive docs/Benefits instrument etc"
| • Notify authorized CDCR staff of the separation and routing actions. | (M)(S) | 5 | Please Select… |
| XHR-300 | Exception Handling Workflows - Return to Sender | ||
| XHR-301 | Exception Handling - Return to Sender | The Solution shall support an exception‑handling process for mail that must be immediately returned to sender rather than processed digitally. The Solution shall identify such items during screening and provide workflows, notifications, and logging to manage Return‑to‑Sender actions. |
Minimum Capabilities:
• Identify and flag mail requiring Return‑to‑Sender based on screening criteria.
• Provide a Return‑to‑Sender workflow separate from the standard digital mail process.
• Generate clear handling instructions and notifications for staff.
| • Maintain chain‑of‑custody records consistent with CDCR policy. | (M)(S) | 5 | Please Select… |
| XHR-302 | Return to Sender - Agency Transfer | The Solution shall identify incoming physical mail addressed to an incarcerated person who has been transferred to another agency or jurisdiction, and such mail shall be immediately Returned to Sender with notification sent to authorized CDCR staff. |
Minimum Capabilities:
• Automatically route mail to the Return to Sender workflow.
| • Notify authorized CDCR staff with item details. | (M)(S) | 5 | Please Select… |
| XHR-303 | Return to Sender - Cash | The Solution shall identify incoming physical mail that contains prohibited monetary items and shall immediately Return the mail to Sender with notification sent to authorized CDCR staff. |
Minimum Capabilities:
• Automatically route such mail to the Return to Sender workflow.
• Notify authorized CDCR staff with item details.
| (M)(S) | 5 | Please Select… |
| XHR-304 | Return to Sender - Discharged from CDCR | The Solution shall identify physical First‑Class mail addressed to individuals who have been discharged from CDCR custody, and such mail shall be Returned to Sender with the designation “Addressee Unknown,” consistent with CDCR policy and USPS requirements. |
Minimum Capabilities:
• Automatically route such mail to the Return to Sender workflow.
• Notify authorized CDCR staff with item details.
| (M)(S) | 5 | Please Select… |
| XHR-305 | Return to Sender - Incorrectly Addressed | The Solution shall identify incoming physical mail that is incorrectly addressed or contains insufficient information for routing to an incarcerated person, and such mail shall be immediately Returned to Sender with notification sent to authorized CDCR staff. |
Minimum Capabilities:
• Route incorrectly addressed mail to the Return to Sender workflow.
| • Notify authorized CDCR staff with item details. | (M)(S) | 5 | Please Select… |
| XHR-306 | Return to Sender - IP Out to Court | The Solution shall reference the SOMS / PINS feed - if physical mail is received for Incarcerated Persons who are found to be Out-to-Court based on the SOMS / PINS feed then their physical mail shall be returned to sender until they are back at the institution. |
Minimum Capabilities:
• Routing notification to designated Mailroom staff
| • Reference SOMS/PINS feed and automatically Return to Sender | (M)(S) | 5 | Please Select… |
| XHT-000 | Exception Handling - IP Transfer (During POC & Statewide Transition) | ||
| XHT-001 | Exception Handling - IP Transfer (During POC & Statewide Transition) | The Solution shall support an exception‑handling process for physical mail addressed to an IP at an institution still using physical mail but the IP has since been transferred to an institution using the scanned mail solution. These mail items must be immediately forwarded to the vendor hosted physical mail processing facility. The Solution shall be capable of receiving forwarded physical mail for IP transfers where applicable via GLS overnight |
Minimum Capabilities:
• Physical address (MUST NOT BE A PO Box)
• Generate clear handling instructions and notifications for staff.
• Maintain chain‑of‑custody records consistent with CDCR policy.
| • Log all IP transfer exception handling for future audit | (M)(S) | 5 | Please Select… |
| RT-400 | Physical Mail Retention | ||
| RT-401 | Retention - Baseline (Physical) | The Solution shall retain the physical copy of all incoming scanned mail—including envelopes, pages, photos, and any other associated elements—for a minimum of ninety (90) days from the date of receipt, in accordance with CDCR retention policy. Physical retention processes shall ensure secure storage, chain‑of‑custody integrity, and controlled access throughout the retention period. |
Minimum Capabilities:
• Maintain secure, segregated physical storage for all retained mail items.
• Preserve envelopes, pages, photos, and supplemental materials as part of the physical record.
• Ensure chain‑of‑custody protections, including logged access, movement, or handling of stored items.
• Provide clear visibility to authorized CDCR staff regarding retention status and aging timelines.
• Automatically identify items approaching 90‑day expiration and prepare them for policy‑compliant disposition.
| • Maintain audit logs capturing storage, access, and final disposition actions for all retained physical mail. | (M)(S) | 5 | Please Select… | |
| Total Maximum Points for Business Requirement - Mail Facility & Operations | 135 |
Scanned Mail Applications
| Bidder's Name: | ||||||
| CATEGORY: Scanned Mail Applications | ||||||
| Bidder's Response | ||||||
| Req # | Function | Requirement Description | Type | Maximum Points | Bidder Agrees to Meet Requirement | |
| (Yes/No) | Describe the Proposed Solution to Meet or Exceed Requirement | |||||
| SMP-100 | Scanned Mail Platform - Processing | |||||
| SMP-101 | Limitations | The Solution shall impose no artificial limitations on (a) the number of inbound First‑Class mail pieces processed and (b) the number of senders from whom an incarcerated person may receive mail. Capacity and performance shall scale elastically to meet CDCR demand without throttling, quota enforcement, or sender restrictions beyond policy‑directed controls. |
Minimum Capabilities:
•No hard limits on per‑day, per‑facility, or per‑recipient mail processing volumes.
•No restrictions on the number of distinct senders per incarcerated person, except those explicitly designated by CDCR policy or lawful order.
| •Operational dashboards and alerts for capacity monitoring | (M)(S) | 5 | Please Select… |
| SMP-102 | Scanned Mail - Sorting | The Solution shall perform automated screening and classification of scanned mail items and route each item to either Allowed Mail or Flagged for Review. Classification rules shall be configurable by authorized CDCR staff, apply immediately upon update, and operate without service interruption. |
Minimum Capabilities:
•Rule‑based and/or ML‑assisted classification with deterministic routing outcomes.
| (M)(S) | 5 | Please Select… |
| SMP-103 | Scanned Mail - Allowed Mail | The Solution shall automatically route items classified as Allowed Mail to the Incarcerated Person Web App for secure viewing, consistent with CDCR timeliness, privacy, and chain‑of‑custody standards. |
Minimum Capabilities:
•Automatic delivery to the IP Web App upon approval or automated classification as Allowed.
•Authorized CDCR Staff must be able to retroactively review, redact, or entirely disapprove any Allowed Mail
| •Compatibility with incarcerated‑person notification settings where permitted by policy. | (M)(S) | 5 | Please Select… |
| SMP-104 | Scanned Mail - Flagged for Review | The Solution shall automatically route scanned mail that meets flagging criteria to a Flagged for Review queue for authorized CDCR staff to accept, reject, or censor prior to delivery. Queue behavior shall support role‑based workflows and audit requirements. |
Minimum Capabilities:
•Event‑driven routing of flagged items to review queues by facility, region, or statewide team.
•Includes field / indicator of reason for routing to "Flagged for Review" queue (i.e. Photo, Disallowed/Disturbing Content, 1074, Watchword etc.)
| •Configurable reviewer assignment and escalation rules. | (M)(S) | 5 | Please Select… |
| SMP-105 | Scanned Mail - Photos | The Solution shall screen all scanned mail for the presence of photos or image content and automatically route such items to the Flagged for Review queue for mandatory CDCR approval prior to delivery. |
Minimum Capabilities:
| •Automatic, immediate routing to the Flagged for Review queue when photos are present. | (M)(S) | 5 | Please Select… |
| SMP-106 | Scanned Mail - Keywords, Threats (ISU) | The Solution shall screen all scanned mail for keywords and threat indicators defined by CDCR and automatically route any matches to the Flagged for Review queue prior to delivery. |
Minimum Capabilities:
•Administrative tools for CDCR to create, maintain, and version keyword lists (including multilingual terms).
| •Immediate application of list updates without downtime. | (M)(S) | 5 | Please Select… |
| SMP-107 | Scanned Mail - Encoded Messages (ISU) | The Solution shall screen scanned mail for patterns indicative of encoded or concealed messaging (e.g., substitution patterns, steganographic hints, cipher‑like constructs) and automatically route suspected items to the Flagged for Review queue for staff analysis. |
Minimum Capabilities:
•Clear reviewer workflows for triage, notes, and escalation.
| •why it was flagged for review | (NM)(S) | 3 | Please Select… |
| SMP-108 | Scanned Mail - Non-English Mail | The Solution shall identify scanned mail written entirely in languages other than English and automatically route such items to the Flagged for Review queue, enabling downstream translation and review per CDCR policy. |
Minimum Capabilities:
•Immediate routing of non‑English items to Flagged for Review including:
- OCR transcription in original foreign language
| - Translation of OCR transcription to English | (M)(S) | 5 | Please Select… |
| SMP-109 | Scanned Mail - Monitored Mail Recipient | The Solution shall screen all scanned mail addressed to an incarcerated person who is flagged as a Monitored Mail Recipient and automatically route such items to the Flagged for Review queue. Recipient flags shall be durable and support staff notes. |
Minimum Capabilities:
•Immediate routing of Monitored Mail Recipient items to Flagged for Review.
| •Monitored incarcerated persons must not be notified of being monitored and their scanned mail being reviewed | (M)(S) | 5 | Please Select… |
| SMP-110 | Scanned Mail - Monitored Mail Sender | The Solution shall screen all scanned mail from senders flagged as Monitored and automatically route such items to the Flagged for Review queue. Sender flags shall be durable and support staff notes. Indicators include, but are not limited to: |
• Return address contains the name or address of a Monitored Mail Sender
• Message text indicates the name or address of a Monitored Mail Sender
Minimum Capabilities:
•Immediate routing of Monitored Mail Sender items to Flagged for Review.
| •Administrative tools for CDCR to flag senders and include notes. | (M)(S) | 5 | Please Select… |
| SMP-111 | Scanned Mail - Disturbing or Offensive Content | The Solution shall screen scanned mail for disturbing or offensive content per California Code of Regulations, Title 15, § 3135, and automatically route identified items to the Flagged for Review queue prior to delivery. |
Minimum Capabilities:
•Configurable content rules aligned with California Code of Regulations Title 15 § 3135, § 3006, and CDCR directives.
| •Reviewer tools to confirm, annotate, accept, reject, or censor content as permitted by policy. | (M)(S) | 5 | Please Select… |
| SMP-112 | Scanned Mail - Correspondence between Incarcerated, Parolees, and Probationers | The Solution shall screen scanned mail for correspondence involving incarcerated persons, parolees, or probationers and automatically route such items to the Flagged for Review queue prior to delivery. Indicators include, but are not limited to: |
• Return address contains a correctional facility reference and/or housing location
• Return address contains an incarcerated‑person identifier (CDCR#)
• Return address name matches the name of a currently incarcerated person, parolee, probationer
• Correspondence includes 1074 form
Minimum Capabilities:
| •Reviewer workflows to validate indicators and determine disposition. | (M)(S) | 10 | Please Select… |
| SMP-113 | Scanned Mail - Trend Identification & Analysis (ISU) | The Solution shall identify content or sender/recipient trends within scanned mail and notify CDCR staff or route related items to the Flagged for Review queue as configured. Trends may include repeated keywords, coordinated messaging, sender clustering, or other patterns defined by CDCR. |
Minimum Capabilities:
•Alerts to designated staff with context (affected items, time windows, facilities).
| (NM)(S) | 3 | Please Select… |
| SMI-200 | Scanned Mail Platform - Incarcerated Person End User Application | |
| SMI-205 | Notifications | The Solution shall provide configurable notification modalities (e.g., banner, bubble, sound, vibrate, flashing light) for incarcerated persons, with behavior customizable per user and/or inheriting device OS settings where appropriate. |
Minimum Capabilities:
| • | Per user notification configuration with role appropriate defaults. | |||
| • | Accessibility friendly notification patterns aligned with ADA guidance. | (M)(S) | 5 | Please Select… |
| SMI-206 | Notifications - Exception Handling Workflows | The Solution shall support Incarcerated Persons to receive a notification when whenever physical mail is processed using exception handling workflows. |
Minimum Capabilities:
• Generate notification to IP when exception workflows are triggered.
• Notification: Physical document was identified and forwarded to the institution
| • IP receives notification of any exception handling actions taken within 1 business day | (M)(S) | 5 | Please Select… |
| SMI-207 | Notifications - Allowed Mail | The Solution shall notify the incarcerated person when new Allowed Mail is available to open, presenting clear and accessible prompts within the IP Web App. |
Minimum Capabilities:
| • | Triggered alerts on approval/delivery events with configurable modalities. | (M)(S) | 5 | Please Select… |
| SMI-208 | Notifications - Custom Alerts | The Solution shall support custom notification configurations for incarcerated persons, either via CDCR administrative controls or Vendor supported configuration changes, subject to CDCR approval. |
Minimum Capabilities:
| • | Administrative tools to define custom notification rules and timings. | ||
| • | Per facility and per population configuration with immediate effect. | ||
| (NM)(S) | 3 | Please Select… | |
| SMI-209 | Viewing - Allowed Mail | The Solution shall provide secure viewing of Allowed Mail within the IP Web App, including envelopes (front/back), handwritten/typed pages (front/back), and photos (front/back), with controls to paginate, zoom, and navigate multi page items. |
Minimum Capabilities:
| •Scanned mail item(s) are automatically routed to appropriate IP for viewing upon classification as Allowed either by configured rules or CDCR Staff | (M)(S) | 5 | Please Select… |
| SMI-210 | Notifications - Disallowed Mail | The Solution shall support incarcerated persons to receive a notification when scanned mail has been reviewed by CDCR Staff and classified as Disallowed Mail and that the mail will automatically be dispositioned (shredded / destroyed) after the physical retention period. |
Minimum Capabilities:
• Notification surfaced in IP Web App upon CDCR Staff rejection / classification of the scanned mail item(s) as Disallowed includes:
-Notice of scanned mail rejected for disallowed content -Name of Custody Staff Authority who performed the review -Ability to include reason for the rejection
| -Physical Mail item(s) will be automatically shredded after 90 days | (M)(S) | 10 | Please Select… |
| SMI-211 | Notifications - Non-English Mail | The Solution shall support incarcerated persons to receive a notification when scanned mail has been reviewed by CDCR Staff and classified as Non-English Mail and that the scanned mail delivery is pending further review up to 30 days from the received date. |
Minimum Capabilities:
• Notification surfaced in IP Web App upon CDCR Staff classification of the scanned mail item(s) as Non-English includes:
-Notice of scanned mail flagged for Non-English is pending further review up to 30 days -Name of Custody Staff Authority who classified the scanned mail as Non-English
| -Physical Mail item(s) will be automatically shredded after 90 days | (M)(S) | 5 | |
| SMI-212 | Storage - Allowed Mail (Baseline) | The Solution shall allow incarcerated persons to store and view their historical Allowed Mail for two (2) years, with tools to manage items (view, delete individual items, and flagged multi selection delete), consistent with CDCR retention and privacy policies. |
Minimum Capabilities:
| • | Two year accessible storage of Allowed Mail for each user. | |||
| • | User controls to view and delete items (including multi select). | |||
| • | Clear warnings and confirmations prior to permanent deletion. | |||
| • | Auditability of user storage actions (delete/view) for investigative purposes. | (M)(S) | 5 | Please Select… |
| SMI-213 | Storage - Allowed Mail (3 Years) | The Solution should provide an optional configuration enabling incarcerated persons to store and view Allowed Mail for three (3) years. The Vendor shall provide a cost estimate for this extended storage option. |
Minimum Capabilities:
| • | Configurable 3 year storage per CDCR direction. | |||
| • | Capacity planning and performance assurances for extended retention. | |||
| • | Export and migration tooling aligned to CDCR archival needs. | |||
| • | Cost and Service Level Agreement (SLA) impacts documented and presented to CDCR. | (NM)(S) | 3 | Please Select… |
| SMI-214 | Storage - Allowed Mail (5 Years) | The Solution should provide an optional configuration enabling incarcerated persons to store and view Allowed Mail for five (5) years. The Vendor shall provide a cost estimate for this extended storage option. |
Minimum Capabilities:
| • | Configurable 5 year storage per CDCR direction. | |||
| • | Capacity/performance assurances for longer retention. | |||
| • | Export, backup, and integrity protections consistent with policy. | |||
| • | Documented cost and Service Level Agreement (SLA) considerations. | (NM)(S) | 3 | Please Select… |
| SMI-215 | Storage - Allowed Mail (7 Years) | The Solution should provide an optional configuration enabling incarcerated persons to store and view Allowed Mail for seven (7) years. The Vendor shall provide a cost estimate for this extended storage option. |
Minimum Capabilities:
| • | Configurable 7 year storage setting per CDCR policy direction. | |||
| • | Proven durability, integrity, and retrieval performance at 7 year horizon. | |||
| • | Export and chain of custody metadata preserved for the full term. | |||
| • | Documented cost and Service Level Agreement (SLA) changes presented for approval. | (NM)(S) | 3 | Please Select… |
| SMI-216 | Incarcerated Person Request - Print Allowed Mail | The Solution shall allow incarcerated persons to request printed copies of Allowed Mail (handwritten/typed pages, photos, envelopes) with color or black and white options. Print fulfillment shall occur via the mailroom at the incarcerated person’s expense, consistent with CDCR policy. |
Minimum Capabilities:
| • | Routing to a Print Request review queue for CDCR staff approval. | |||
| • | Workflow (requested → approved/rejected → printed → delivered). | (M)(S) | 5 | Please Select… |
| SMI-217 | Incarcerated Person Request - Rescan | The Solution shall allow incarcerated persons to request a rescan of Allowed Mail if original scan quality is poor or content appears missing. Rescan requests shall be routed to Vendor staff for validation and action. |
Minimum Capabilities:
| • | In app rescan request with rationale and affected item/page references. | |||
| • | Vendor Staff workflow to review and initiate rescanning. | (NM)(S) | 3 | Please Select… |
| SMI-218 | Audit Log - Incarcerated Person Activity | The Solution shall provide comprehensive audit logs of incarcerated person scanned mail activity, accessible to authorized CDCR staff. |
Minimum Capabilities:
| • | Role based visibility consistent with investigative needs. | (M)(S) | 5 | Please Select… |
| PRP-300 | Scanned Mail Platform - Post Release Portal | |||
| PRP-301 | Post release availability | The Solution shall allow formerly Incarcerated Persons to securely access, view, download, and export their scanned mail for up to 180 days following release. Access shall be provided through a secure, web‑based portal and shall comply with CDCR security, identity verification, and privacy standards. |
Minimum Capabilities:
• Provide a secure, web‑based portal accessible to released individuals for up to 180 days post‑release.
• Allow viewing, downloading, and exporting of all scanned mail items associated with the individual’s record.
• Require identity verification consistent with CDCR policy before granting post‑release access.
• Restrict visibility to only the individual’s own scanned mail data.
| (M)(S) | 5 | Please Select… |
| SMS-400 | Scanned Mail Platform - Staff End User Application | |
| SMS-401 | Web Application - Staff | The Vendor shall host a secure, web‑based Staff application accessible to authorized users via networks designated by the CDCR Operations Manager. The application shall provide administrative tools, investigative capabilities, data search, SLA reports, training resources, and other tools and reports as requested by the State. The application shall be compatible with current versions of industry‑standard browsers on Windows, macOS, and Android. |
Minimum Capabilities:
•Availability of administration, investigation, search, reporting, and training features.
•Help/Support contact information visible for login issues.
| •Implementation of State‑requested system changes with no additional cost or rate increase. | (M)(S) | 10 | Please Select… |
| Keywords, Flags, and Notifications | |||
| SMS-404 | Keywords Lists | The Solution shall support creation, maintenance, and use of keyword lists referenced by mail screening processes. Lists shall be editable at any time, support multiple separate lists, and accept words in foreign languages. |
Minimum Capabilities:
•Administrative tools to create and maintain multiple keyword lists.
•Immediate application of edits without service interruption.
| •Support for multilingual keywords. | (M)(S) | 5 | Please Select… |
| SMS-405 | Flags - (Manual) Monitored Mail Recipient | The Solution shall allow CDCR Staff to flag specific incarcerated person recipients so that all incoming mail can be custom‑routed. Flags shall be durable and support staff notes. |
Minimum Capabilities:
•Manual recipient flagging with persistent status.
| •Custom routing rules applied to flagged recipients. | (M)(S) | 5 | Please Select… |
| SMS-406 | Flags - (Manual) Monitored Mail Sender | The Solution shall allow CDCR Staff to flag specific mail senders so that all incoming mail can be custom routed. Flags shall be durable and support staff notes. |
Minimum Capabilities:
| • | Manual sender flagging with persistent status. | ||
| • | Custom routing rules applied to flagged senders. | ||
| (M)(S) | 5 | Please Select… | |
| SMS-407 | Notifications (General) | The Solution shall provide configurable notifications to CDCR Staff (e.g., banner, bubble, sound, vibrate, flashing light). Notification behavior may be customized and/or inherit device OS notification settings. |
Minimum Capabilities:
| • | Support for multiple notification types and modalities. | |||
| • | Per user or per role notification configuration. | (NM)(S) | 3 | Please Select… |
| SMS-408 | Notifications - Exception Handling | The Solution shall notify authorized CDCR staff whenever physical mail is processed using exception handling workflows, providing real‑time updates on status changes and chain‑of‑custody handling. |
Minimum Capabilities:
•Generate notifications when exception workflows are triggered.
•Ensure delivery of notifications to authorized staff based on role and permissions.
| •CDCR receive notifications of exception handling actions taken in real-time | (M)(S) | 5 | |
| SMS-409 | Notifications - Flagged for Review | The Solution shall notify authorized CDCR Staff when scanned mail and/or attachments are flagged and added to the Flagged for Review queue. |
Minimum Capabilities:
| • | Routing to designated reviewers based on facility/role. | (M)(S) | 5 | Please Select… |
| SMS-410 | Notifications - Controlled Substance Detected | The Solution shall notify authorized CDCR Staff when physical mail is routed to local law enforcement due to detected controlled substances. |
Minimum Capabilities:
| • | Inclusion of sender/recipient, facility, and chain of custody details. | |||
| • | Routing to designated contacts per CDCR policy. | (M)(S) | 5 | Please Select… |
| SMS-411 | Notifications - IP Out to Hospital | The Solution shall notify authorized CDCR Mailroom Staff when scanned mail is received for Incarcerated Persons who are found to be Out-to-Hospital or Out-to-Court based on the SOMS / PINS feed. |
Minimum Capabilities:
| • Routing notification to designated Mailroom staff | (M)(S) | 5 | |
| SMS-412 | Notifications - Custom Alerts | The Solution shall provide configurable alerting for CDCR Staff based on incarcerated person activity, sender activity, keywords, and trends. Configuration may be performed by CDCR administrative staff or supported by the Vendor. Alerts may be delivered in app. |
Minimum Capabilities:
| • | Admin tools to define rules and thresholds for alerts. | ||
| (NM)(S) | 3 | Please Select… | |
| Staff Review & Remote Access Requirements | |||
| SMS-412 | Staff Review - Flagged for Review Queue | The Solution shall provide a Flagged for Review queue that enables CDCR Staff to review, accept, reject, censor, or remove pages from scanned mail items prior to delivery or download by the incarcerated person. Any accepted or censored items shall be treated as Allowed Mail; rejected items shall not be delivered and shall be handled per CDCR policy. |
Scanned Mail with any of the following detected must be routed to this queue for CDCR Staff review:
| • | Disallowed content detected |
| • | Photo(s) detected |
| • | Correspondence between Incarcerated Persons, Parolees, and Probationers |
| • | Mail written entirely in Non-English |
| • | Envelopes received with "Return to Sender" or "RTS" |
Minimum Capabilities:
| • | Queue based workflow for staff review of flagged mail items. | |||
| • | Ability to accept, reject, or censor individual pages or attachments. | |||
| • | Queue is filterable/sortable based of number of days since receipt at Vendor Mail Facility (to support staff compliance with timely delivery per CDCR policy) | (M)(S) | 10 | Please Select… |
| SMS-413 | Staff Review - "Print Request" Queue | The Solution shall provide a queue for print requests initiated by incarcerated persons for scanned handwritten or typed materials, photos, and envelopes. CDCR Staff shall review each request and approve or reject it before printing. |
Minimum Capabilities:
| • | Routing of all incarcerated person print requests to a staff review queue. | ||
| • | Ability to approve, reject, and print requested items. | ||
| (M)(S) | 5 | Please Select… | |
| SMS-41X | Staff Review - Allowed Mail | The Solution shall enable Authorized CDCR Staff to review, reject, or remove pages from scanned mail items previously categorized as Allowed Mail (whether categorized automatically by OCR or through an approval by Authorized CDCR Staff). Rejected items shall no longer be available to the Incarcerated Person's web app and notifications and record extraction shall be handled per CDCR policy for Disallowed Mail. |
Minimum Capabilities:
| • | Authorized CDCR Staff shall retain viewing access to all Allowed Mail | |||
| • | Including the ability to reject or redact individual pages or attachments. | |||
| • | Allowed Mail is searchable by recipient, sender, received date, image and file names | (NM)(S) | 3 | Please Select… |
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