RFI_S-29100-00015355_Final_11-19-25~1.pdf

RFI #S-29100-00015355

Television & Movie Entertainment Services

STATE OF OREGON

DEPARTMENT OF CORRECTIONS (DOC)

REQUEST FOR INFORMATION (RFI)

#S-29100-00015355

SEEKING INFORMATION REGARDING:

TELEVISION & MOVIE ENTERTAINMENT SERVICES

PROVIDED WITHIN A PRISON SETTING

Date of Issue: November 19, 2025

Responses Due Date: December 14, 2025, 11:59 PM PT

POINT OF CONTACT: Jen Smith, Procurement & Contracts Specialist (PCS3)

CONTACT INFO: Address: 3723 Fairview Industrial Drive SE Salem, Oregon 97302 Ph: 971-510-0076

Email: jen.m.smith@doc.oregon.gov

SECTION 1: INTRODUCTION

The Department of Corrections (DOC) is seeking information from qualified vendors who provide television and movie entertainment services (Services). The purpose of this RFI is to gather information regarding available solutions, services, capabilities, and approaches to support DOC’s efforts in modernizing the delivery of these Services to Adults In Custody (AIC).

DOC is open to all potential Services, including innovative approaches such as tablet-based broadcasting, streaming, or other digital delivery methods. Respondents are encouraged to propose any viable options that effectively address the objectives of this RFI.

This RFI seeks vendor input to help inform a potential future procurement. It is issued solely for information gathering and planning purposes—no contract will be awarded directly from this RFI.

SECTION 2: BACKGROUND

DOC currently uses a television system based on satellite services at twelve correctional facilities located throughout the state of Oregon. DOC is exploring solutions, services, capabilities and approaches that offer economical and efficient television and movie entertainment services and facilitate migration from current Services with minimal disruption.

DOC has custody of adults sentenced to prison for more than 12 months, housing approximately 12,000 Adults in Custody (AIC) in 12 state prisons throughout the state. DOC is recognized nationally among correctional agencies for providing individuals with the cognitive, educational, and job skills needed to become productive citizens when they transition back to their communities.

The various institution locations in Oregon, include:

• Snake River Correctional Institution (SRCI), Ontario,

• Powder River Correctional Facility (PRCF), Baker City,

• Eastern Oregon Correctional Institution (EOCI), Pendleton,

• Two Rivers Correctional Institution (TRCI), Umatilla,

• Coffee Creek Correctional Facility (CCCF), Wilsonville Sherwood,

• Columbia River Correctional Institution (CRCI), Portland,

• Warner Creek Correctional Facility (WCCF), Lakeview,

• Deer Ridge Correctional Institution (DRCI), Madras,

• Oregon State Correctional Institution (OSCI), Salem

• Oregon State Penitentiary (OSP), Salem

• Santiam Correctional Institution (SCI), Salem

• South Fork Forest Camp (SFFC), and Tillamook.

Additional information about the DOC can be found at:

https://www.oregon.gov/doc/Pages/default.aspx

SECTION 3: OBJECTIVES

The main goals of this RFI are to:

1. Gain a clear understanding of the current market and vendor capabilities for solutions, services, capabilities, and approaches to support DOC’s efforts in modernizing television and movie entertainment services in a correctional setting.

2. Understand the available technology/infrastructure options that support these types of Services.

3. Explore modernization platforms that enable DOC to provide these Services within a correctional setting.

4. Identify best practices for managing the Services.

5. Evaluate vendor experience, implementation approach, and support model.

The information gathered will help define Services, specifications and business requirements for a potential Request for Proposal (RFP).

SECTION 4: INFORMATION REQUESTED

Please provide detailed responses to the following areas that are applicable to the Services you are providing information on:

1. Company Overview

• Provide Company profile.

• Provide any relevant correctional setting experience.

• Examples of similar implementations within a corrections setting or similar agencies.

2. Television & Movie Entertainment Services

• Overview of your Services including key features and functionalities.

• Deployment options (cloud, on-premises, hybrid).

• Any requirements to be integrated with other public safety systems.

• Security and compliance features (data privacy, user access control).

• Licensing and pricing models.

• Note – please refer to Attachment B, Functional Scope for the minimum functionality scope.

4. Implementation & Support

• Typical rollout timeline, including any phases.

• Customer support model and service level agreements (SLAs).

5. Experience

• Provide at least two examples of your similar implementation/migration experience projects.

6. Additional Information

• Any other relevant information or value-added services.

SECTION 5: SUBMISSION REQUIREMENTS AND INSTRUCTIONS

Information and responses to questions should be succinct providing the reviewer adequate information. All communication with the DOC must be directed to the SPC, identified on the cover page of this RFI.

The RFI submission must include all information requested in Section 4, Information Requested.

Submissions should also include any underlying agreements required for use, such as End User License Agreement (EULA), Terms of Service (TOS), Terms of Use (TOU). Also, a completed Attachment A, Price Estimation Form, that includes software, hardware (if any), maintenance, services, and any other requirement for the services. If applicable, Attachment C, Disclosure Exemption Affidavit. See Section 7, Public Records Notice and Trade Secrets

Questions:

All inquiries must be sent electronically to jen.m.smith@doc.oregon.gov by the deadline published in this section. Reference the RFI name and number. Responses to questions will be provided on OregonBuys on approximately on the date provided below.

Schedule:

The following are key dates specific to this RFI:

ACTIVITY DATE

RFI Issued Date November 19, 2025

Questions for clarifications, scope, etc. Due By December 3, 2025, 11:59PM PT

DOC Responses to Questions By December 9, 2025

RFI Closing Date December 14, 2025, 11:59PM PT

Submission Details:

Responses to this RFI must be submitted via OregonBuys by the deadline noted above. Responders should note the RFI name and number on all correspondence.

Responder Participation:

This document shall not be construed as a request or authorization to perform work at the DOC expense. Any work performed by a Respondent to respond to this RFI will be at the Respondent’s own discretion and expense. All costs associated with Responder’s preparation and submission of this RFI is the sole responsibility of the Responder and shall not be borne by DOC or the State of Oregon.

This RFI may or may not result in an RFP. Responses provided to this RFI will be used for general information purposes and will not be considered binding on any party. Responses provided to this RFI will also not have any impact on any RFP selection process.

SECTION 6: PUBLIC RECORDS NOTICE & TRADE SECRETS

This RFI shall be kept by DOC and made a part of a file or record that may be open to public inspection.

If an RFI response contains any information that is considered a trade secret or is otherwise exempt from disclosure under the Oregon Public Records Law, ORS 192.311 through 192.478, if applicable, the vendor shall complete and submit the Attachment C, Disclosure Exemption Affidavit and a fully redacted version of its response, clearly identified as the redacted version.

If applicable, the Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and some exemptions from disclosure apply only “unless the public interest requires disclosure in the particular instance.” Therefore, non-disclosure of documents or any portion of a document submitted as part of a response to this RFI may depend upon official or judicial determinations made pursuant to the public records laws and requirements. If applicable, DAS may give vendor notice of any required disclosure and cooperate with vendor, at vendor’s expense, in seeking reasonable protective arrangements. However, DAS shall not be required to act in a manner which would result in any sanctions or other penalties.

Vendors are cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the submission, in whole, as exempt from disclosure is not acceptable.

ATTACHMENT A

PRICE ESTIMATION FORM

***SEE SEPARATE EXCEL DOCUMENT***

ATTACHMENT B

FUNCTIONAL SCOPE FOR TELEVISION & MOVIE

ENTERTAINMENT SERVICES

Vendors should describe their systems' capabilities and maturity across the following functional areas. Supporting documentation or links to Services demonstrations are encouraged.

I. Content Delivery

a. Technical infrastructure

b. Management of content

c. Support (end user and staff administrator)

II. Programming

a. Local news options

b. Diverse cultural program options

c. Closed Captioning

d. Multiple language options

e. Ability to block or remove content

f. Ability to create and show custom content

III. Hardware & Software

a. Connectivity to different types of end user owned equipment

b. Hardware interface requirements

c. Property control solutions

d. Information on software that can enhance the system’s efficiency

ATTACHMENT C

DISCLOSURE EXEMPTION AFFIDAVIT

For RFI_S-29100-00015355

____________________ (Affiant), being first duly sworn under oath, and representing [insert Vendor/Responder’s Name] (hereafter “Vendor”), hereby deposes and swears or affirms under penalty of perjury that:

1. I am an employee of the Vendor, I have knowledge of the Request for Information referenced herein, and I have full authority from the Vendor to submit this affidavit and accept the responsibilities stated herein.

2. I am aware that the Vendor has submitted a submission, dated on or about [insert date] (the “Submission”), to the State of Oregon (State) in response to this RFI and I am familiar with the contents of the RFI and Submission.

3. I have read and am familiar with the provisions of Oregon’s Public Records Law, Oregon Revised Statutes (“ORS”) 192.311 through 192.478, and the Uniform Trade Secrets Act as adopted by the State of Oregon, which is set forth in ORS 646.461 through ORS 646.475. I understand that the Submission is a public record held by a public body and is subject to disclosure under the Oregon Public Records Law unless specifically exempt from disclosure under that law.

4. I have reviewed the information contained in the Submission. The Vendor believes the information listed in the Exhibit A of the Disclosure Exemption Affidavit is exempt from public disclosure (collectively, the “Exempt Information”), which is incorporated herein by this reference.

5. It is my opinion that the Exempt Information is exempt from disclosure under Oregon’s Public Records Law or constitutes “Trade Secrets” under either the Oregon Public Records Law or the Uniform Trade Secrets Act as adopted in Oregon because that information is either:

i. A formula, plan, pattern, process, tool, mechanism, compound, procedure, production data, or compilation of information that:

a. is not patented,

b. is known only to certain individuals within the Proposer’s organization and that is used in a business the Proposer conducts,

c. has actual or potential commercial value, and iv. gives its user an opportunity to obtain a business advantage over competitors who do not know or use it.

--OR--

ii. Information, including a drawing, cost data, customer list, formula, pattern, compilation, program, device, method, technique or process that:

a. derives independent economic value, actual or potential, from not being generally known to the public or to other Persons who can obtain economic value from its disclosure or use; and

b. is the subject of efforts by the Proposer that are reasonable under the circumstances to maintain its secrecy.

6. I understand that disclosure of the information referenced in Disclosure Exemption Affidavit (Exhibit A) may depend on official or judicial determinations made in accordance with the Public Records Law.

Signature:

Affiant’s Signature

State of )

) ss:

County of )

Signed and sworn to before me on by

(date) (Affiant’s name)

Notary Public for the State of My Commission Expires:

EXHIBIT A — DISCLOSURE EXEMPTION AFFIDAVIT

Vendor identifies the following information as exempt from public disclosure.

[Insert if applicable]