Request_for_Information_Number_ACTT4926_(ATT_01_-_ATT_05).pdf

STATE OF CALIFORNIA — DEPARTMENT OF CORRECTIONS AND REHABILITATION GAVIN NEWSOM, GOVERNOR

ENTERPRISE INFORMATION SERVICES

INFORMATION TECHNOLOGY ACQUISITIONS UNIT

1960 Birkmont Drive, Rancho Cordova, CA 95742

DATE: April 9, 2026

TO: All Interested Parties

SUBJECT: Request for Information Number: ACTT4926

A. INTRODUCTION

The California Department of Corrections and Rehabilitation’s (CDCR) Division of Adult Institutions (DAI), Americans with Disabilities Act (ADA) Collaboration and Training Team is issuing a Request for Information (RFI) to identify solutions that provide reliable, secure, and accessible communication without reliance on traditional staff-driven face to face notification processes as part of the efforts to conduct a survey in the marketplace that meets the objectives and requirements of the CDCR.

A detailed scope of work is not provided at this time. The information received from this RFI may be utilized in the scope of work for future use.

All interested parties must review the following provisions before responding to this RFI:

1. CDCR will not reimburse any costs incurred in the preparation or submission of responses to this RFI.

2. Participation in this RFI does not obligate CDCR to purchase, contract, or issue a solicitation for any goods or services.

3. Information submitted in response to this RFI will not be considered in the evaluation of any subsequent procurement opportunities.

4. Responses to this RFI are subject to the California Public Records Act and will become public records upon completion of the RFI process.

5. Any cost estimates provided should be for informational and planning purposes only and will not be considered as binding bids.

6. CDCR, at its sole discretion, may choose not to consider or evaluate any response, or any portion of a response, received as a result of this RFI.

7. CDCR, at its sole discretion, may invite interested parties to this RFI to provide a demonstration or engage in a confidential conversation concerning their response.

8. If this RFI results in a future procurement, all interested parties will have to agree to the State’s applicable terms and conditions: IT General Provisions (DGS PD 402/403 ITGP) Cloud or Non-Cloud, whichever applies - Revised and Effective 02/20/2025

B. PURPOSE

The purpose of this RFI is to seek information from qualified vendors regarding secure, facility wide notification and alerting systems designed to support effective communication with incarcerated individuals, including those who are deaf and hard-of-hearing.

CDCR is evaluating technologies that improve communication delivery within secure institutional environments. Current processes rely on staff to personally deliver notifications, which introduces the potential for delay, inconsistency, and human error.

REQUEST FOR INFORMATION NUMBER

CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION

CDCR is interested in solutions that:

• Improve timeliness and reliability of notifications

• Reduce reliance on custody staff for message delivery

• Support ADA compliance and effective communication requirements

C. BACKGROUND

The CDCR has an obligation to provide all incarcerated and supervised persons equal access to programs, services, and activities, as required by state and federal law, including the ADA, and the Armstrong and Clark Remedial Plans. The ADA guarantees equal opportunity and provides basic civil rights protections for individuals with disabilities in public and private sector services and employment. Equal opportunity includes providing incarcerated persons with the communication assistance necessary to understand and participate in programs, services, and activities.

D. SCOPE

While a detailed scope of work is not currently available, CDCR is seeking detailed information from all interested parties regarding their capabilities, technical solutions, and relevant experience that address the requirements outlined in this RFI.

The Respondent shall provide a Letter of Interest (LOI) with details of a solution that can provide a portable assistive device or a system that can provide the following accommodations listed below in order of priority.

1. Secure, Closed Network Environment

2. Notification Functionality

3. Accessibility (ADA Compliance)

4. Reduced Staff Dependency

5. Ease of Use

6. Durability and Security

7. Maintenance and Support

8. Scalability

All these areas are defined in more detail in the Attachment 2.

The Respondent shall specify what radio frequency is required to achieve the solution.

E. MINIMUM QUALIFICATIONS

Interested Parties participating in this RFI shall complete and submit the following:

1. Attachment 1: Contact and Business Information

2. Attachment 2: Solution Capabilities Statement

3. Attachment 3: Questionnaire

4. Attachment 4: Additional Information

5. Attachment 5: List of Distributors/Suppliers

REQUEST FOR INFORMATION NUMBER

F. KEY ACTION DATES

Below are the Key Action Dates and times for required actions. If necessary, a question-and-answer set will be attached to the RFI advertisement on Cal eProcure.

Release of RFI – April 9, 2026 Last Date to Submit Questions – April 16, 2026 Last Date to Submit Responses – April 23, 2026

G. SUBMITTAL OF RESPONSES

RFI responses must be submitted by the deadline identified in Section F, Key Actions Dates.

RFI responses, correspondence, and questions must be submitted in writing to the designated contact identified below. This contact is the sole point of contact for this RFI; interested parties shall not contact any other CDCR staff regarding this effort.

Attn: Naseem Fallahi, IT Acquisitions Unit Buyer Email: Naseem.Fallahi@cdcr.ca.gov

H. Procurement Approach Based on responses to this RFI, the CDCR may schedule demonstrations of proposed solutions that best meet the needs outlined in this RFI.

Based on the responses to this RFI, the CDCR may release a Request for Offer (RFO) under a Leveraged Procurement Agreement or develop and release a Request for Proposal (RFP) or Request for Quote (RFQ), to which Contractors may submit a response.

Sincerely, Naseem Fallahi

NASEEM FALLAHI

IT Acquisitions Unit Buyer Enterprise Information Services mailto:Naseem.Fallahi@cdcr.ca.gov

REQUEST FOR INFORMATION: ACTT4926

ATTACHMENT 1: CONTACT AND BUSINESS INFORMATION

ATTACHMENT 1: RESPONDENT’S CONTACT INFORMATION

Company Name:

Company Address:

State: Zip:

Point of Contact First and Last Name:

Point of Contact Phone:

Point of Contact Email:

ATTACHMENT 2: SOLUTION CAPABILITIES STATEMENT

A. SOLUTION CAPABILITIES

The Respondent’s LOI should include the following information:

1. Company overview and relevant experience within a correctional setting

2. Description of proposed solution

3. Technical architecture (including network requirements)

4. Security features

5. Accessibility features (ADA compliance)

6. Deployment model and timeline

7. Maintenance and support structure

8. Estimated cost range (optional, not binding)

9. Examples of use in correctional or similarly secure environments

10. Available warranty services or support services related to system updates, etc.

B. RFI SCOPE

Respondent should provide solutions that meet the following core operational requirements. The following sections and information should be included within each RFI response:

1. Secure, Closed Network Environment

a. System must operate on a closed, self-contained network

b. No reliance on Wi-Fi, cellular, or public internet connectivity

c. Must function within secure correctional infrastructure

d. Prevent unauthorized access, interception, or external communication

2. Notification Functionality:

a. Ability to send real-time alerts and messages to individual or grouped recipients

b. Support for customizable messaging (pre-set and/or free text options)

c. Confirmation or logging of message delivery

d. Ability to produce a report to show messages delivered (for auditing purposes)

e. Confirmation or logging of message receipt

f. Ability to produce a report to show messages received (for auditing purposes)

3. Accessibility (ADA Compliance)

a. Must support effective communication for deaf and hard of hearing individuals

b. Devices should include strong vibration, visual alerts, or equivalent notification methods

c. Discreet and usable within a correctional setting

d. Devices with audible alarms must have the capability to disable the audible alarm sound

e. Device preference of a wristwatch option with colored wrist bands (e.g., orange, yellow, etc.)

4. Reduced Staff Dependency

a. System should be designed to minimize reliance on custody staff for routine face-to-face notification delivery

b. Ability to support designated operators or automated processes

c. Intuitive interface requiring minimal training

5. Ease of Use

a. Simple and intuitive system for both staff and incarcerated users

b. Minimal onboarding or technical expertise required

c. Designed for high-volume (e.g., 500 users) institutional use

6. Durability and Security

a. Devices must be tamper-resistant and durable, as the primary user will be the incarcerated population

b. Suitable for daily use in a correctional environment

c. Resistant to misuse, modification, or repurposing

d. Devices must be water resistant

e. Devices must be rechargeable and must include a charger

7. Maintenance and Support

a. Low maintenance system with minimal infrastructure requirements

b. Clear process for:

o Device replacement o Repairs o Technical support o Warranty options

8. Scalability

Must support extended coverage range to include:

a. Individual housing units (e.g., 35,000 sq. ft.)

b. Entire institutions (e.g., 3.1 million sq. ft.)

c. Statewide deployment (30 sites)

ATTACHMENT 3: QUESTIONNAIRE

For each question, respond directly within this ATTACHMENT 3: QUESTIONNAIRE:

1. If a device is sent in for repair or replacement, how long would it take to receive a replacement device?

2. What support services do you provide?

3. What warranties does your company provide and what is covered by that warranty?

4. Do these devices require annual or frequent updates (e.g., firmware)?

ATTACHMENT 4: ADDITIONAL INFORMATION

Any additional information that has not been specifically requested but the Respondent deems important and relevant may be submitted in this ATTACHMENT 4: ADDITIONAL INFORMATION. This may include any product specifications, literature, narratives, diagrams, pictures, or any other documentation that substantiates their paging solution meets the solution capabilities and RFI scope outlined in ATTACHMENT 2: SOLUTION

CAPABILITIES STATEMENT.

ATTACHMENT 5: LIST OF DISTRIBUTORS/SUPPLIERS

DISTRIBUTORS/SUPPLIERS CONTACT INFORMATION

Distributors/Suppliers Name:

Address:

State: Zip: