RFI_C5612999.pdf

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

ENTERPRISE INFORMATION SERVICES

INFORMATION TECHNOLOGY ACQUISITIONS UNIT

1960 Birkmont Drive Rancho Cordova, CA 95742

DATE: January 12, 2026

TO: All Interested Contractors

SUBJECT: RFI #C5612999

A. PURPOSE

The California Department of Corrections and Rehabilitation (CDCR), Enterprise Information Services (EIS) is providing the opportunity for interested suppliers to participate in the Request for Information (RFI) on behalf of the Division of Adult Institutions (DAI).

This RFI is the first step in creating a solicitation for this effort. Once the RFI responses are received, they will be reviewed and analyzed by the CDCR EIS for comments and specific areas of concern. Any solicitation resulting from this RFI is anticipated to be released in the future. This RFI is not considered a commitment to any contract, and the CDCR is not obligated to provide any contract against this RFI.

The CDCR is seeking information on current and emerging technologies as it relates to software and services provided to Incarcerated Persons (IP) including but not limited to receiving and storing incoming IP mail, processing for detection of contraband, scanning of the physical mail and transformation to a digital copy, and forwarding the digital copy of the mail to various platforms (tablets, kiosks, pool tablets, etc.)

B. BACKGROUND

The CDCR is committed to providing a drug-free environment conducive to rehabilitation efforts inside of their facilities. Incarcerated Persons (IP) utilize CDCR Mailrooms to introduce illicit drugs through the mail system and correspondence. These illicit drugs are meticulously secreted within general mail, which go undetected by CDCR staff and ultimately distributed unknowingly to the IP. In addition, the risk of exposure to illicit drugs through the Department’s current mail process is a safety issue for CDCR staff. Moreover, the amount of personal mail received by CDCR institutions creates an additional workload for CDCR and puts staff at risk of exposure to dangerous materials.

NOTE: The cost for developing a response to this RFI is entirely the responsibility of the Contractor and shall not be chargeable to the State, the CDCR, or any other agency thereof.

C. SCOPE OF WORK/OBJECTIVES OF RFI

The Contractor shall provide a Letter of Interest (LOI) with details of a solution that can provide mail scanning services for incoming mail for IP, which can provide the following.

REQUEST FOR INFORMATION: C5612999

CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION

1. Describe all features and functionalities across platforms and solutions available for these services. Include the following information:

a) How they work including descriptions of the platform holistically (process, equipment, software, physical and digital storage locations)

b) Any vendor or CDCR data required

c) Capacity / limitations related to mail processing and throughput (i.e. max number of mail pieces processed in a given time frame)

d) Platform reporting capabilities such as detailed data on mail volumes and processing times, and ability to export data for records and analysis.

e) Baseline retention timeframes available for the physical mail and digital copies, as well as ability to extend upon request

f) Storage location for the physical mail and digital copies (i.e. country/state of cloud and physical storage)

2. Describe all features and functionalities related to detection of contraband and disallowed content including but not limited to:

a) Disturbing or Offensive Mail

b) Illicit Substances

c) Weapons

d) Key Words

e) Threats

f) Conspiracy Note: Vendor may reference CA Title 15 Subchapter 2 Article 4 “Mail”

3. Describe processes that can be triggered upon confirmed/found contraband or disallowed content including but not limited to:

a) Notification to CDCR Staff

b) Proper Disposal

c) Forwarding and Chain of Custody (if appropriate)

d) Flagging of digital copy for review by CDCR Staff prior to release to the IP

e) Notification sent to IP of mail flagged as disallowed pending CDCR Staff review

4. Describe vendors process and ability to verify confidential/legal mail is from an authorized party as outlined in CA Title 15 Subchapter 2 Article 4 “Mail”, Section 3141

5. Provide lessons learned and other insight into current and emerging technologies in terms of pre-implementation and implementation at Federal/State/Local departments of corrections (DOC). Include the following information:

a) Potential issues the vendor and CDCR might face when deploying such technologies into large institutions

b) Recommendations for transitioning from traditional physical mail to digitized mail

c) Recommendations for transitioning from one digitized mail vendor to another

d) 3-5 key factors for the successful implementation of this type of technology in a large State DOC

6. Describe all administrative and investigative features and functionalities across platforms and solutions for correctional staff. Include the following information:

a) The systems or platforms that are offered for administrative and investigative features, whether they are integrated, and how they work

b) Staff required (vendor or CDCR) to fully utilize the features and functionality

c) Any artificial intelligence (AI) tools that are leveraged by the platform and features and functionality that require Gen AI vs those which do not

d) Any analytics and trend analysis capabilities, based on data across

Institutions and/or DOCs

e) Capability to flag senders and/or receivers within the system for administrative and investigative purposes

7. Describe available services, devices and solutions that accommodate individuals with disabilities as defined in the Americans with Disabilities Act (ADA). Describe process and procedures for the vendor to ensure on-going compliance with new ADA regulations.

8. Describe any aspects of the solution that include services from a third-party vendor or sub-contractor.

9. Describe solution for IP to have access to their digitized mail copies after release.

10. Describe your implementation approach and timeline.

The Contractor shall specify what network connectivity/capability is required to achieve the solution.

D. CONTRACTOR REQUIREMENTS

Any Contractor/Contractor staff or sub-contractor working remotely must work from a remote location within the United States. Remote work locations outside of the United States are prohibited. This includes any and all storage.

E. KEY ACTION DATES

RFI Activity Due Date Release of RFI 1/12/2026 Last Day to Submit Questions on the RFI 1/21/2026 Last Day to Submit RFI Responses 1/30/2026 Confidential Discussions or demonstration, if requested by the State

Week of 2/13/2026

F. PROCUREMENT APPROACH

Based on the responses to this RFI, the CDCR may plan to 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.

G. REQUESTED INFORMATION

Interested Contractors should submit a LOI, along with a capability statement, of no more than 15 pages. The capability statement shall provide company information such as administrative information, which includes the following, but not limited to, company name, accreditation (if applicable), address, and point of contact (name, email, and phone).

Contractors are not to include any bid cost information with this RFI.

Any information submitted is not considered “confidential” under the Public Records Acts.

Any responses to the RFI marked confidential or containing stipulations restricting public access to its contents will not be accepted.

H. RESPONSE INSTRUCTIONS

Please respond with information and/or comments by the Key Action Date provided in Section E of this RFI. Each response should include a cover page that indicates:

1. Company Name

2. Company Address

3. Contact Person (Name, Title, Phone Number, and Email Address)

Submitting a response to this RFI is not a requirement to receive a future RFP, RFQ, or RFO.

I. DELIVERY

Responses to this RFI must be submitted to the following email address:

Email: lisa.marquez@cdcr.ca.gov

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

J. RFI CORRESPONDENCE

All correspondence and questions related to this RFI shall be directed to:

Lisa Marquez, CDCR Contract Analyst IT Contract Procurement Unit

Email: lisa.marquez@cdcr.ca.gov

Contractors responding to this RFI that require clarification or additional information of any kind must contact this individual only. Contractors must not contact any other CDCR staff directly.