RFI_DSH_Music_Streaming_Services.pdf

TECHNOLOGY SERVICES DIVISION (TSD)

Request For Information DMND1280: Access to Music Streaming Service

RFI Number: 25IT-E0009

REQUEST FOR INFORMATION

for

Music Streaming Service

DMND1280: Access to Music Streaming Service

Contents

I. INTRODUCTION AND OVERVIEW

A. Key Action Dates

B. RFI Response Instructions

C. Contact Information

D. Vendor Questions

E. State’s Review of RFI Responses

F. RFI Disclaimer

II. ACCESS TO MUSIC STREAMING SERVICE

A. Purpose

B. Background

C. Business Objectives

D. Business Requirements

E. Vendor Information Requested

ATTACHMENT 1 - RESPONDENT’S INFORMATION

ATTACHMENT 2 – REQUIREMENTS TABLE

DMND1280: Access to Music Streaming Service

I. Introduction and Overview

The California Department of State Hospitals (DSH) Technology Services Division (TSD) is providing the opportunity for interested suppliers to participate in the Request for Information (RFI). Any solicitation resulting from this RFI is anticipated to be released in the future via Cal eProcure. This request is issued solely for informational and planning purposes and does not constitute a Competitive Solicitation.

A. Key Action Dates Listed below are the RFI Key Action Dates and Times (all times noted are Pacific Time) by which actions should be taken or completed. If DSH finds it necessary to change any of these dates, an Addendum to this RFI will be posted on the Cal eProcure webpage at caleprocure.ca.gov.

Respondents will need to email any questions regarding this RFI to the Procurement Official listed in Section E. If necessary, a question-and-answer set will be provided as an attachment to the RFI advertisement on Cal eProcure.

Key Action Date Time

Release RFI 12/11/2025 11:00 a.m. Pacific Time (PT)

Last Day to Submit Questions on the RFI

01/08/2025 4:00 p.m. Pacific Time (PT)

State Responds to Questions 01/15/2025 4:00 p.m. PT

Last Day to Submit RFI Response 01/22/2025 4:00 p.m. PT

*Please note that the completeness and relevance of your RFI response to Attachment A will determine selection of vendors who will be invited to the Demonstration Day presentations as shown in the Key Actions Dates.

**These dates may shift based on the number of submissions and other outside factors.

B. RFI Response Instructions

1. Responses to this RFI must be submitted via e-mail, preferably in Microsoft Word 2023 or newer or PDF formats are acceptable, to the State’s contact listed in Section I.C.

2. Contact information for the RFI can be provided in Attachment A in Section II.C.

3. Responses must be submitted by the date and time stated in Section I.A. Key Action Dates.

4. Vendors must submit a signed cover letter with their response to the RFI that also includes a statement by the individual certifying the information in the response is true and accurate to the best of his/her knowledge at the time of submittal.

5. Vendors should respond to all applicable information in the RFI

C. Contact Information

Vendors must submit their written response, via e-mail to the State contact listed below:

Contact: Sehyun Hwang Agency: Department of State Hospital https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx

DMND1280: Access to Music Streaming Service

Email: it.procurement@dsh.ca.gov

D. Vendor Questions Vendors must submit questions regarding this RFI, via e-mail, by the specified date and time stated in Section I.A. Key Action Dates to the email contact stated in Section I.C. Contact Information.

What to Include in an Inquiry

1. Include in the email subject line: RFI 25IT-E0009, and “Question(s).”

2. Vendor name and contact, telephone number, e-mail address.

3. A description of the subject or issue in question, or discrepancy found.

4. RFI section, page number, or other information useful in identifying the specific problem or issue stated in the in question.

5. All questions will be responded to in writing via e-mail to all parties that have expressed an intent to respond to the RFI.

E. State’s Review of RFI Responses

The State will evaluate RFI responses based on full submission with an emphasis on answers received in Section II.D.

Evaluation is ONLY for the purpose of determining invitations for vendor demonstrations and does not impact a vendor’s ability to respond to future procurement(s) associated with this project or technology. Evaluation is scored on completeness and relevance of the responses to DSH needs as expressed in this RFI.

F. RFI Disclaimer

The RFI process is not a contract. This RFI nor any information provided by any Vendors hereto shall be deemed to create any legally binding agreement or obligations upon DSH. This RFI is solely designed to provide DSH with meaningful information to enable DSH to determine how to proceed with a possible upcoming project.

Responses to the RFI will not be returned. Vendors are solely responsible for all expenses associated with responding to this RFI. The State is not responsible for any expenses associated with responding to this RFI. DSH will consider vendor responses in developing a bid such as, but not limited to, a Request for Quotation (RFQ), Invitation for Bid (IFB), Request for Proposal (RFP), or other action.

The submission of a response does not constitute any commitment on the part of the interested party. However, the Vendor agrees that the submitted information is correct to the best of the

Vendor’s knowledge. Also, the right to compete in future procurements is not affected if the party chooses not to submit a response to this RFI. DSH is also interested in learning the reasons for not submitting a response.

DMND1280: Access to Music Streaming Service

Vendors are advised that all documents submitted in response to this RFI will become the property of the State of California and will be regarded as public records under the California

Public Records Act (CPRA) pursuant to Government Code Section 6250 et seq. and subject to review by the public. The intent of this RFI is to validate project objectives and requirements for possible future solicitation(s). Please do not include any confidential or proprietary information in responses to this RFI as it may be disclosed or be subject to a Public Records Act (PRA) request.

II. Access to Music Streaming Service

A. Purpose The California Department of State Hospitals (DSH) is issuing this Request for Information (RFI) to gather insights from vendors like you. DSH is a secure, HIPAA-compliant mental health facility seeking information from qualified vendors to support the implementation of a Music Therapy Program utilizing digital streaming music services and mobile hardware.

B. Background The DSH manages the nation’s largest inpatient forensic mental health hospital system. Its mission is to provide evaluation and treatment in a safe and responsible manner, seeking innovation and excellence in state hospital operations, across a continuum of care and settings.

DSH is responsible for the daily care and provision of mental health treatment of its patients.

DSH oversees five state hospitals and employs nearly 11,000 staff.

C. Business Objectives Enable secure access to music streaming services for therapeutic purposes that will provide tamper resistant mobile hardware for patients and therapists to ensure full compliance with HIPAA and facility security protocols, that Integrate with clinical workflows and therapeutic goals and maintain content control (no explicit or triggering media).

D. Business Requirements

i. General Requirements for Music in Treatment Groups

1. Mandatory: Provide a reliable, centralized system for accessing commercial music in treatment groups (e.g., dedicated devices, software, or platform).

2. Mandatory: Eliminate or reduce advertisement interruptions when using streaming platforms (e.g., YouTube, Spotify) for music therapy.

3. Desirable: Offer commercial-free access to YouTube or other streaming platforms for therapy sessions.

4. Desirable: Provide alternative options for accessing music when computers, laptops, or smartphones are unavailable (e.g., dedicated MP3 players, Bluetooth speakers).

ii. Requirements Related to Treatment Groups

1. Anxiety Groups

a. Mandatory: Ensure availability of guided imagery, meditation, mindfulness, and relaxation videos/music, free of disruptive ads and explicit content.

DMND1280: Access to Music Streaming Service

b. Desirable: Provide curated playlists or pre-approved content to avoid inappropriate or irrelevant material during sessions.

2. Music in Art Therapy Groups

a. Mandatory: Ensure availability of guided imagery, meditation, mindfulness, and relaxation videos/music, free of disruptive ads and explicit content.

b. Desirable: Provide curated playlists or pre-approved content to avoid inappropriate or irrelevant material during sessions.

3. Karaoke Groups

a. Desirable: Replace outdated karaoke machines with modern systems capable of streaming music and displaying lyrics.

b. Desirable: Provide sufficient karaoke CD collections or digital alternatives to support group activities.

c. Desirable: Ensure new karaoke systems include app integration for seamless music streaming.

d. Desirable: Replace discontinued karaoke machines with new models that are durable and user-friendly.

iii. Requirements Related to Facility-Specific Environments

1. Music Center

a. Desirable: Update the aging collection of CDs to include modern and relevant music.

b. Desirable: Transition to digital music platforms to replace obsolete CD players and iPods.

c. Desirable: Train staff in using modern karaoke systems and streaming platforms for treatment sessions.

2. Art Center

a. Mandatory: Provide staff with access to music to use for relaxation and guided meditation.

b. Mandatory: Ensure that music playback systems do not disrupt sessions with email alerts or notifications.

c. Desirable: Provide a large monitor or TV mounted in the patient area for displaying instructional videos, lectures, and guided sessions.

d. Desirable: Equip the Art Center with a dedicated computer or laptop with Bluetooth capability to connect to monitors and speakers.

e. Desirable: Address physical limitations in the Art Center (e.g., inability to run cables or wiring) with wireless solutions.

3. Residential Units

a. Mandatory: Ensure reliable speaker systems for group music playback, reducing dependence on telework laptops.

b. Mandatory: Address issues with inappropriate advertisements during streaming sessions on telework laptops.

c. Desirable: Provide alternative solutions for music playback for units that lack access to CDs or modern devices.

d. Desirable: Expand the collection of CDs for units that still use CD players for group activities.

4. Requirements Related to Individual Music Listening for Patients

DMND1280: Access to Music Streaming Service

a. Desirable: Provide affordable and accessible MP3 players for temporary patient use to assist with self-management of psychiatric symptoms.

b. Desirable: Ensure sufficient state-owned MP3 players for patients in clinical need.

c. Desirable: Centralize and simplify the process for providing access to music using state-owned MP3 players or equivalent devices.

d. Desirable: Explore options for patients to access music without needing to pay per song (e.g., subscription services or institutional access).

E. Vendor Information Requested

i. Vendors are invited to provide detailed responses addressing the following areas:

1. Streaming Service Capabilities

a. Types of streaming services offered (e.g., Spotify Business, Apple Music, institutional licenses).

b. Offline playback capabilities for low-connectivity environments.

c. Custom playlist creation and therapist curation options

d. Controls to restrict explicit or inappropriate content

e. Licensing models for institutional or therapeutic use.

2. Mobile Hardware Solutions

a. Recommended devices (e.g., tablets, MP3 players, rugged mobile players)

b. Security features (tamper-resistant casing, restricted app access, MDM support)

c. Offline content access and wireless speaker compatibility

d. Battery life and charging station solutions

e. ADA-compliant hardware considerations

3. Security & Compliance

a. HIPAA compliance measures (data encryption, access logging, no PHI storage on devices).

b. Network configuration recommendations (e.g., content filtering, firewall compatibility)

c. Mobile Device Management (MDM) capabilities for central control

d. User access restrictions and content management

4. Implementation & Support

a. Deployment models (pilot programs, phased rollouts)

b. Staff training options and documentation

c. Technical support and maintenance services

d. Integration with existing IT systems or therapeutic platforms

5. Estimated Pricing & Licensing

a. Hardware

b. Streaming service subscriptions (per user or per device)

c. Ongoing support and updates.

DMND1280: Access to Music Streaming Service

Please complete the following attachments:

ATTACHMENT 1 – Respondent’s Information Company name and contact information.

ATTACHMENT 2 – Requirements Table For each question respond directly within the attachment

DMND1280: Access to Music Streaming Service

ATTACHMENT 1 - Respondent’s Information

Company Name and Contact Information

Company Name:

Respondent Name

Address:

State:

Zip Code:

Contact:

Phone:

Email:

Alternate Contact:

Phone:

Email:

Are you a State of California Certified Small Business (SB) or Disabled Veteran Business Enterprise (DVBE)?

Yes___No____ If yes, please provide your SB/DVBE certification number: ______________________

DMND1280: Access to Music Streaming Service

ATTACHMENT 2 – Requirements Table

Respondents shall estimate one-time cost and ongoing cost associated with the implementation of the high-level design document, including products and associated services. Respondent may expand or adjust the table in the attachment below, as desired.

Please select one of the following eight (8) Options to complete Column #5 in the Requirements Table below.

1. Currently provided within the Standard Service option.

2. Currently provided through configuration to Standard Service at No Additional Cost.

3. Currently provided through configuration through Standard Service with Additional Costs.

4. Not currently provided but can be added through customization at No Additional Cost.

5. Not currently provided but can be added through customization at Additional Costs.

6. Functionality is not included but vendor will seek partner and integrate a third-party solution (costs included).

7. Functionality not included, DSH will need to find a third-party solution (additional cost incurred for interfaces)

8. Service/function cannot be provided.

Colum 1 Ref #

Column 2

REQUIREMENT

Column 3 Able to supply?

Y/N?

Column 4

DESCRIBE HOW THE SOLUTION

MEETS THIS REQUIREMENT?

(Include specificities of the included solution such as fields, attributes, screenshots, etc.)

Column 5 Pricing estimate (if applicable/ available)

Column 6 1 - 8

1 What types of streaming services offered

2 Offer offline playback capabilities for low-connectivity environments

3 Ability to create custom playlist creation and therapist curation options

4 Controls to restrict explicit or inappropriate content

5 Licensing models for institutional or therapeutic use

6 Recommended devices

7 Security features (tamper-resistant casing, restricted app access, MDM support)

8 Offline content access and wireless speaker compatibility

9 Battery life and charging station solutions

10 ADA-compliant hardware considerations

11 HIPAA compliance measures (data encryption, access logging, no PHI storage on devices)

12 Network configuration recommendations (e.g., content filtering, firewall compatibility)

13 Able to provide Mobile Device Management (MDM) capabilities for central control

14 Provide user access restrictions and content management

15 Deployment models (pilot programs, phased rollouts)

16 Staff training options and documentation

17 Technical support and maintenance services

18 Supply integration with existing IT systems or therapeutic platforms