RFP 260000001218 - Schedule A - Statement of Work.docx

Michigan.gov/MiProcurement Schedule A – Statement of Work Request for Proposal No. 260000001218 Prisoner Store and Friends and Family Care Packages This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “Bidder” is used to identify where specific responses to the RFP are required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click the appropriate checkbox and complete the entries as appropriate.

BACKGROUND

The Michigan Department of Corrections (MDOC) is required to supply approximately 33,000 prisoners in 26 correctional facilities located throughout the State of Michigan with commissary goods including mandatory items such as healthcare, hygiene, stationery, food, metered envelopes, and miscellaneous items.

· Incarcerated (MDOC) individuals may purchase approved items for their personal use, from the standardized prisoner store list of authorized items (Schedule F - Standardized Store List).

· The Contractor must provide a minimum of 400 prisoner store items for MDOC approval – MDOC reserves the right to change the number of items available for purchase.

· Contractor is responsible for deliveries to each MDOC facility and MDOC staff are responsible for delivering the store goods and friends and family care packages to the prisoners within housing units at each MDOC location.

· MDOC prefers to award this Contract to a single Contractor who can service the entire State of Michigan and has access to Michigan based warehouses to fulfill and provide services for all MDOC facilities throughout the State.

SCOPE

The Contractor must provide “Prisoner Store” services (accepting orders, packaging, and delivery), including store items and care packages to prisoners housed in all Michigan Department of Corrections (MDOC) facilities throughout the State. Purchases will be made by MDOC Prisoners, Prisoner Friends and Family members, and MDOC facilities (for holiday giftbags, fundraisers, prisoner televisions, and items for indigent prisoners). MDOC Prisoners can order at any point in time and receive store orders processed on a bi-weekly basis. Store delivery schedule for facilities may be more frequent.

· Prisoners housed within MDOC facilities utilize a vendor ordering system via kiosks or prisoner tablet to place orders from the prisoner store and to place quarterly Friends and Family package orders.

· Friends and Family care package orders, are placed via internet, mail, telephone, or by Prisoners via kiosk or prisoner tablet.

· Individual MDOC facilities will be authorized to purchase gift bags and fundraiser items with pre-approved items for their prisoner populations using their Prisoner Benefit Funds (PBF). Gift bags and fundraisers may vary from facility to facility.

· Individual MDOC facilities will be authorized to purchase prisoner televisions and other personal items for indigent prisoners as necessary.

Items for purchase by prisoners, and their friends and family include but are not limited to over-the-counter medications, food, and personal hygiene items.

The State reserves the right to add similar items and needs for both facility and prisoner purchases during the contract period.

Requirements General Requirements The Contractor must carry out this project under the direction and control of the MDOC Program Manager(s) and other assigned staff.

1.1.1. The Contractor is responsible for providing the following:

1.1.1.1. All hardware, switches, fiber, software, and network connections (via third-party Internet Service Provider) to and within the facilities, including interface costs to establish a connection, and provide access to MDOC facilities and end users.

All IT network, interface or other proposed software must be pre-approved by the State prior to installation and use. After approval the Contractor will be responsible for establishing a secure network connection that will link to the demarcation point at each facility and must also provide the infrastructure from the demarcation at each facility to all kiosks within it. All installation and changes to infrastructure must follow MDOC installation specifications and must include a plan to provide ongoing maintenance and repairs.

1.1.1.1.1. The Contractor must assume all costs associated with the network and IT infrastructure solution (including any ongoing maintenance and repairs), as well as, repair of kiosks or infrastructure damaged by Prisoners at no additional cost to MDOC.

1.1.1.2. Any equipment, including installation cost needed to provide kiosks or access to the system for reporting purposes, must be provided by the Contractor at no cost to the State (MDOC).

1.1.1.2.1. Including non-existing 110v power connections, the Contractor will be responsible for any required permits for installation when necessary.

1.1.2. Allowable Commissary items

1.1.2.1. MDOC is responsible for identifying and approving all items for purchase in the prisoner store (Commissary).

1.1.2.2. Only mandatory health care products/ items which have been approved by the MDOC Chief Medical Officer are included on this list (Schedule F - Standardized Store List).

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

Prisoner Store (Commissary) Items and Availability Incarcerated (MDOC) individuals may purchase approved items for their personal use, from the standardized prisoner store list Schedule F.

1.1.3. MDOC is responsible for identifying and approving all items for purchase in a prisoner store. The Contractor must ensure all store items are approved, by MDOC prior to instore purchase.

1.1.3.1. Only mandatory health items which have been approved by the MDOC Chief Medical Officer are included in Schedule F - Standardized Store List.

1.1.4. The Contractor is responsible for maintaining the following:

1.1.4.1. Maintaining continuous availability of all prisoner store items, including low sale items, no substitution items may be provided, or backorders may be delivered unless written approval is received by MDOC.

1.1.4.1.1. For items no longer manufactured/discontinued the Contractor must notify MDOC to receive approval to remove the discontinued product from store list.

1.1.4.1.2. The Contractor must notify MDOC 14-days prior to item discontinuation when applicable.

1.1.4.1.3. The Contractor must also provide any and all Discontinued Item Letters from the vendor to the MDOC Program Manager. Only letters that are less than 90 days old will be accepted.

1.1.4.2. Impose quantity limits on specific items due to sanctions imposed on prisoners, or custody levels as required by MDOC.

1.1.4.3. Feminine Hygiene products are only available to female prisoners.

1.1.5. Miscellaneous – Envelope Specifications

1.1.5.1. MDOC policy requires that regular and legal-size envelopes must be available for purchase.

1.1.5.2. One and two-ounce postage must be available for purchase by prisoners at kiosks.

1.1.5.3. Prior to delivery, each envelope must include:

1.1.5.3.1. Prisoner’s name

1.1.5.3.2. Prisoner’s ID number

1.1.5.3.3. Facility location

List all exception(s):

Bidder must describe how they comply with the above requirement(s) including how items and their availability are maintained:

Prisoner Store Items The Contractor must ensure the following criteria is met for every order placed:

1.1.6. Prisoners may purchase up to $125.00 worth of store items, plus applicable sales tax, once in each two-week period. Prisoners may place a total of 26 orders per year.

1.1.6.1. Spending limits are determined by MDOC and are subject to change. Should Spending limits change, authorized MDOC staff will provide ample notice to Contractor prior to altering amounts in the Contractor’s software. The Contractor will work with the State to make necessary adjustments.

1.1.7. The Contractor must provide a list of at least 400 store items like those provided in Schedule F – Standardized Store List. Preference will be given to items that are available in transparent/clear containers and, if packaged, in soft packaging even if it if not the favored brand; however, this does not require selling generic-brand items in lieu of name-brand items. Store items must include the following alternative options:

1.1.7.1. Kosher

1.1.7.2. Passover/Seder

1.1.7.3. Halal

1.1.7.4. Healthy Choice

1.1.7.5. Gluten-Free

1.1.7.6. Soy

1.1.7.7. Diabetic items

1.1.8. The Contractor must provide the following information for all items offered through the prisoner store:

1.1.8.1. Grade and Quality, including Ingredients, nutrition information, and product specifications

1.1.8.1.1. All products offered must be non-alcoholic

1.1.8.2. Alternative options must be clearly labeled and categorized to avoid confusion during ordering.

1.1.8.3. Identify any products which contain mercury, alternate mercury-free products must also be made available.

1.1.9. The Contractor must ensure that all items meet the following:

1.1.9.1. All items comply with fire safety requirements.

1.1.9.2. All items are non-caustic and do not require refrigeration.

1.1.9.3. All items must be non-oil based, may not contain gum, or come in capsule form.

1.1.10. The Contractor may choose to update items offered every 6-months

1.1.10.1. MDOC typically uses the months of January and July for reviewing/implementing product changes. Price changes on existing products will not occur during this product change process.

1.1.10.2. MDOC must approve any changes to items prior to implementation.

1.1.10.3. All products provided for purchase by the contractor must comply with the FDA Pure Food Laws and Regulations and State of Michigan Law.

List all exception(s):

Friends and Family Packages In addition to the 26 bi-weekly store orders, the Contractor must ensure the following requirements are met:

1.1.11. All items available through this program are the same items as Prisoner Store Items. The Friends and Family program must be made available to prisoners by kiosk or paper order form, as well as friends and family of incarcerated individuals via:

1.1.11.1. Online order

1.1.11.2. Telephone

1.1.11.3. Mail

A maximum order amount will be determined by MDOC and may be subject to change. The current maximum order amount is $125.00. A maximum of one order per quarter (based on MDOC fiscal year October-September) can be placed by the prisoner or friend/family of the prisoner. Orders are accepted on first placed, in the system basis.

1.1.12. A charge of no greater than $3.00, plus applicable sales tax, will be assessed for shipping/processing an online order placed by friends/family of prisoners, or any individual order placed by the prisoners at a facility.

1.1.13. A charge no greater than $4.00, plus applicable sales tax, will be assessed for shipping/processing an order placed by friends/family by telephone or mail.

List all exception(s):

Gift Bags and/or Fundraisers In addition to the store orders and Friends and Family packages, the Contractor must ensure the following service is provided:

1.1.14. Gift bags and fundraisers must be made available to MDOC Facilities by Delivery Order submitted by a Regional Business Office. These orders are paid for by the Facility’s Prisoner Benefit Fund (PBF).

1.1.15. Items for gift bags or fundraisers may include store approved items or other items approved by MDOC Program Manager.

1.1.16. Items should be predetermined by the Contractor and MDOC before order and grouped in price ranges to be approved by the MDOC.

1.1.17. Items must not contain any of the following:

1.1.17.1. Glass or metal containers or parts;

1.1.17.2. Oils;

1.1.17.3. Items containing gum;

1.1.17.4. Items in capsule form;

1.1.17.5. Items in squeeze bottles; and

1.1.17.6. Items with double-wall construction (e.g. insulated mugs) or double-wall packaging unless packaging is clear.

List all exception(s):

Hygiene Kits Contractor must provide hygiene kits available for purchase by MDOC Facilities by Delivery Order (DO) submitted by a Regional Business Office or facility directly. Kits must include items available through the prisoner store and approved by MDOC. Hygiene kits will not be available for prisoner purchase. Hygiene kit items must also be available for purchase individually by case quantities when necessary.

List all exception(s):

Vending Credits & Photo Tickets Contractor is responsible for providing a solution or mechanism in which MDOC Prisoners are able to purchase MDOC items or services through the Prisoner Store system.

1.1.18. Prisoners should be able to select an amount as determined by MDOC for use after processing through the Contractor’s system and the MDOC Trust accounts.

1.1.19. Vending “credit” amounts elected by Prisoners should never be invoiced by the Contractor, instead the Contractor should create a report that can be accessed by facilities to determine how much money was earmarked for vending credits. Credits are tracked by the Contractor’s system until the facility is able to get reports and manually transfer the funds to the Prisoner’s vending card (not part of this Contract).

1.1.20. Contractor must not charge commission rates on vending credits.

1.1.21. Items purchased must be separately itemized on all receipts.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

Prisoner Televisions Contractor is responsible for providing a solution or mechanism in which MDOC Facilities only are able to purchase prisoner televisions for indigent prisoners or incentive programs.

1.1.22. The prisoner televisions program must be made available to MDOC Facilities by Delivery Order (DO) submitted by a Regional Business Office or facility directly.

1.1.23. Contractors must only offer prisoner televisions approved by the MDOC Program Manager.

List all exception(s):

Bidder must describe its solution in compliance with the above requirement(s)

Order Cancellations, Modifications, & Returns The Contractor must have mechanisms in place to process refunds, returns, cancellations, and/or replace incorrect store orders, and items received.

1.1.24. The following will apply when an order modification/cancellation or refund occurs:

1.1.24.1. A transaction fee will not be applied for cancellations of orders, or a change in items ordered or quantities ordered when a new order number is not generated.

1.1.24.2. If an order is cancelled the full purchase price must be credited back to the payee store account within 1 business day.

1.1.24.3. The Contractor must not charge the MDOC, Prisoners, or Friends & Family a restocking fee for cancelling orders.

Must accept all returns sent from MDOC with no fees assessed.

1.1.25. The Contractor must provide refunds through the following processes:

1.1.25.1. The full purchase price from non-prisoner placed orders must be refunded to the individual who placed the order.

1.1.25.2. Refund money from prisoner placed orders will be issued to MDOC. If a real time solution is realized during the Contract term, refund money will be issued to the Prisoner’s account directly.

1.1.25.3. All refund transactions must be completed within 2 business days after notification from MDOC.

1.1.25.4. Refunded orders must not count against prisoner’s maximum for the quarter.

List all exception(s):

Bidder must explain how order cancellations and returns are handled:

Recalls The Contractor must have a product recall program that provides for immediate notification to all MDOC facilities where the product has been received.

1.1.26. The notification must not exceed 24-hours after the Contractor learns of the recall.

1.1.27. The Contractor must provide the MDOC with Vendor Recall Letters.

1.1.28. The Contractor must pick-up all products subject to recall and must provide one of the following at no cost to the State, or prisoner(s):

1.1.28.1. MDOC approved replacement item, or

1.1.28.2. Refund the prisoner(s) who order is affected by the recall.

List all exception(s):

Bidder must explain how order cancellations and returns are handled:

Packaging When packing items for delivery the Contractor must ensure that the following specifications are met, failure to meet packaging specifications will lead to refusal of delivery. The Contractor will be responsible for any and all costs associated with refusals or delivery and re-shipping costs that may occur.

1.1.29. Prisoner store Item Packaging

The Contractor must ensure all store items are:

1.1.29.1. Packed using a blind packing processes– The employee must not know the name or any personally identifiable information regarding who the order is being packed/filled for.

1.1.29.2. Limited to single wall packing and if available soft/transparent packaging.

1.1.29.3. Items are not packaged in squeeze bottles unless otherwise approved by MDOC.

1.1.29.4. No glass, metal containers or containers with metal parts are used.

1.1.29.5. All items must be properly labeled for individual sale, display Universal Product Code (UPC), expiration date or sell by date, and legible code dates of manufacturer.

1.1.29.5.1. Consumable food products past their expiration date are strictly prohibited and will be refused.

1.1.29.5.2. All items must be delivered prior to 14-days of the “sell by date” identified on the item packaging.

List all exception(s):

1.1.30. Prisoner Store Order Packaging

The Contractor must ensure the following:

1.1.30.1. All packaging and packing material are new and clean.

1.1.30.2. No metal wire ties, metal clips, paper-coated wire ties, or staples are used for sealing plastic film bags.

1.1.30.3. Film bags (2 mil minimum) must contain small air holes to reduce future inappropriate use of bags by prisoners.

1.1.30.4. Bag width must not exceed width of sealing device in order to prevent bunching or cross sealing of bags.

1.1.30.5. Hygiene items must be separately bagged and sealed. Sealed bag must then be placed within the order bag, as directed by MDOC.

List all exception(s):

Bidder may provide alternative packaging options for MDOC consideration:

Prisoner Store Order Packaging – Bag Sealing MDOC security is the utmost importance and is the reason for the following requirements for store bags deliveries. MDOC would consider alternative requirements if a better or more secure method is proposed.

1.1.30.6. Store bags must be heat sealed in two locations:

1.1.30.6.1. First Seal: at the bottom, this seal must be low enough to keep the store item(s) intact thus only allowing the prisoner to break the seal.

1.1.30.6.2. Second Seal: must be located at the top of the bag and provide enough room that the order receipt is secured in between the two seals. Also, the second seal should provide enough room for workers to grab in order to move/carry bags.

1.1.30.7. Within the two sealed areas of the bag there must be a 2-part “carbonless” paper/printed receipt that contains the following:

1.1.30.7.1. Itemized receipt of each item(s) contained in the order and status.

1.1.30.7.1.1. Items purchased as Vending Credit & Photo Tickets (section 1.8 above) must be itemized separately from vendor provided items.

1.1.30.7.1.2. Items identified as “not filled” must include the reason i.e. insufficient funds, out-of-stock, item(s) not allowed, etc.

1.1.30.7.1.3. Total weight of order must be included on the receipt.

1.1.30.7.2. The total sales amount with applicable sales tax paid must be itemized and clearly displayed.

1.1.30.7.3. A signature line must be clearly visible.

1.1.30.7.3.1. The signature line will be completed by the recipient (prisoner) to acknowledge receipt of order.

1.1.30.8. The Contractor must ensure that each bag is clearly labeled in a large printed font. Labels must include the following information:

1.1.30.8.1. Prisoner’s Full Name

1.1.30.8.2. Identification (ID) Number

1.1.30.8.3. Facility Address, and Housing Unit Location

1.1.30.8.4. And quantity of bags to be delivered (i.e. Bag 1of 1, Bag 1 of 2, Bag 1 of 3, etc.)

1.1.30.9. The weight of the store bags must not exceed 25 lbs. If the weight exceeds 25 lbs the order must be divided into multiple bags.

List all exception(s):

1.1.31. Prisoner Order Packaging (Friends and Family) – Boxes or packages Orders may be required to ship in boxes or packages or the same manner as store based on the individual MDOC location requirements. The Contractor must ensure each bag within the box is appropriately heat sealed as described in this Statement of Work.

1.1.31.1. The prisoner’s receipt for the package is sealed within the bag.

1.1.31.2. The facility’s receipt for the package is contained within the bag.

1.1.31.3. Each box must be sealed with security tape.

1.1.31.3.1. If the tape of any part of the box has been tampered with the package will not be delivered to the prisoner and the Contractor must re-ship the items at no additional cost.

1.1.31.4. Re-ship orders must not be held by the Contractor longer than 7-calendar days, if this item cannot be delivered in a full pallet.

1.1.31.5. If the facilities order does not reach a full pallet, the order must be shipped FedEx or United Parcel Service (UPS) at the expense of the Contractor.

1.1.31.6. Bidders may be asked to provide a sample box, bag and receipt for evaluation.

1.1.31.7. The Contractor must ensure that boxes or packages are clearly labeled in printed plain text English, stamped and stenciled labeling; and must be water-fast, non-smearing or contrasting colors.

List all exception(s):

Bidder may provide alternative packaging options for MDOC consideration:

Kiosks Any installation of Kiosks, hardware, or infrastructure must meet the requirements of this section and section1.2 above and must be installed using the appropriate ADA standards, electrical codes, applicable standards and NFPA (National Fire Protection Association) fire safety code, RFP 260000001218 - Schedule I - 282150_MDOC Technology_Electrical Standards-9 2.4.26 (draft provided for this RFP and will be updated for Contract execution), RFP 260000001218 - Schedule J - MDOC UTILITY AND SECURITY SHUT DOWN STANDARDS Tracked Changes Recommendations 2.5.26 (draft provided for this RFP and will be updated for Contract execution), RFP 260000001218 - Schedule K - MDOC Appendix II Special Working Conditions 2.5.26 Tracked Correction Recommendations Ben (draft provided for this RFP and will be updated for Contract execution), and other MDOC requirements for installation. The Contractor is responsible for all permits and associated permit costs.

New infrastructure installs must be approved by MDOC prior to installation and performed by licensed, qualified vendor(s). Closeout documents including equipment cut sheets, “as-built” drawings, red line drawings, dimensions, serial numbers, and any other MDOC identified information, must be provided to MDOC by the Contractor for final approval. The Contractor must:

1.1.32. provide equipment and services that are ADA compliant, including but not limited to wheelchair accessibility, braille, or voice capabilities.

1.1.33. provide a minimum of two kiosks in each housing unit for general population prisoners to place their bi-weekly store orders. The Contractor must provide approximately 375 kiosks within MDOC facilities. Kiosks must have multiple language functions including at a minimum English and Spanish. The State intends to move from primarily kiosks to primarily app ordering. This means the number of kiosks needed will be reduced over time.

1.1.34. be able to provide the State with additional kiosks upon request, to meet larger or special prisoner population needs, or any other response deemed necessary by the State.

1.1.35. supply its own hardware, software and network connections. The Contractor must ensure that kiosks provided to the State also have the following functionality:

1.1.35.1. ensure kiosks must interface (through a data file transfer) with the MDOC prisoner accounting system and have the capability of providing prisoners with their general account balance information and historical transaction data.

1.1.35.1.1. provide any additional programming needed to accommodate all indigent prisoner store order processes, this may require exchange of additional accounting data or special-order details, or additional kiosk functionality.

1.1.35.1.2. ensure kiosk software must only allow the prisoner or assigned MDOC staff member to access historical store activity – at a minimum the previous 12-months must be displayed for any given time period, to include up to the last 25-transactions of the prisoner’s account.

1.1.35.1.3. ensure prisoners must not be able to view other prisoner accounts or place orders for other prisoners.

1.1.35.2. guarantee kiosks have the ability to verify store orders against available items for purchase ensuring all items are processed in the priority order established by MDOC, meaning non-food items (including health care and hygiene products) are filled first.

1.1.35.3. power kiosks through Ethernet POE (power over ethernet).

1.1.36. Kiosk functionality must carry over and be accessible from the existing Prisoner tablet/device in use during the term of this Contract. If the Prisoner tablet/device services change during the term of the Contract, then Contractor must work with MDOC and the new IT vendor to provide commissary services on any newly awarded device solution for prisoner access.

1.1.37. The Contractor must provide the specs/dimension of all kiosks that will be installed in MDOC facilities for prisoner access.

1.1.38. The Contractor must provide a Technical Map that identifies all hardware and infrastructure necessary to operate the Prisoner Store Solution.

1.1.39. Any disruption of service must be reported to the Program Manager or designee within 1 business day. Technical issues with kiosks and associated infrastructure must be fully resolved within 48 hours.

List all exception(s):

Bidder must describe how they comply with the above requirement(s) and all response boxes below:

Kiosk dimensions, including how far kiosks protrude from the wall, or area of installation:

For new installation of kiosks - Indicate who will be responsible for installation, i.e. the Contractor or Subcontractor. If multiple parties, please list all:

Process for facilities to move/change locations of kiosks - Indicate who will be responsible for removal and installation, i.e. the Contactor or Subcontractor. If multiple parties, please list all:

The Technical Map – Include intended make and model of all hardware utilized at each facility (including hardware provided by third parties such as the Internet Service Provider):

The Technical Map - include hardware installed inside of the facility should have the location of the device delineated on the Technical Map:

Interfacing and System Management The Contractor’s system will follow all requirements of Schedule D – Service Level Agreement for Hybrid Purchases.

1.1.40. The Contractor is responsible for any disruption of service.

1.1.40.1. Hardware issues/disruptions must be reported to the Program Manager or designee within 1 business day.

1.1.40.2. Software and/or network must be reported to the Program Manager or designee on the same day.

The Contractor must integrate/interface with the State’s systems to send and receive data. This includes, but is not limited to prisoner demographics, bi -directional commissary ordering, Friends and Family ordering, prisoner account transactions, and intelligence data (including non- prisoner data. CSV will be the required file format. The State will provide the complete schemas for each following award. These integrations/interfaces are currently a file transfer via the State File Transfer Service (FTS).

1.1.40.3. The Contractor’s network must be installed in accordance with DTMB standards and coordinated with onsite technical staff.

1.1.40.4. Any fiber cabling utilized for services will remain the property of the State (MDOC).

1.1.40.5. The Contractor must also provide a method to allow MDOC the ability to search a read-only database for investigative purposes. Technology must be adaptable to allow MDOC to search via a secure web link for access by approved facility staff.

List all exception(s):

1.1.41. Corrections Offender Management System (COMS)

1.1.41.1. The State intends to utilize the COMS system for Case Management and Trust and Financial Services.

1.1.41.2. The State intends to utilize a separate system for data analysis (i.e., intelligence).

1.1.41.3. Contractor must work with the State, and all contracted vendors in the future to integrate/share data as needed.

1.1.41.4. The State may pursue real-time processing for transaction data (e.g. commissary orders, intelligence, etc.). The Contractor must work with The State and all contracted vendors to allow real time processing at no additional cost.

List all exception(s):

1.1.42. The Contractor must accommodate the State’s current order verification process, please provide confirmation that the requirements listed below can be provided:

1.1.42.1. The State delivers prisoner demographics to the Contractor. The Contractor must consume the data.

1.1.42.1.1. Daily (Monday- Friday) file delivered via FTS at 5:00 am est. This is a full file (i.e. not incremental).

1.1.42.1.2. The file will include prisoner indigent status and approved indigent funds

1.1.42.2. The prisoner demographic data will contain the following information:

1.1.42.3. Commissary Order Processing

The Contractor must provide the functionality to configure an order processing schedule based on MDOC Facility and Housing Unit. The schedule must recur every two weeks.

1.1.42.3.1. Commissary orders must be created (by prisoner s) within the Contractors’ solution.

1.1.42.3.1.1. The Solution must allow Certain users to complete a commissary order “on-behalf” of the prisoner.

1.1.42.3.1.2. The solution must allow a prisoner to complete one commissary order per schedule cycle.

1.1.42.3.1.2.1. Prisoners eligible for indigent orders must be allowed to create a separate indigent commissary order per schedule cycle.

1.1.42.3.2. The Contractor must work with the State to implement a bi-directional interface where prisoner commissary orders (per the configured scheduled) are received from the Contractor and processed through the State’s TRUST and Financial System. The State will deliver a response file that will indicate which items within each of prisoner’s commissary order were approved, not sufficiently funded, or refunded.

1.1.42.4. The following requirements are part of the process and file:

1.1.42.4.1. The State receives a commissary order file daily (7 days a week via FTS)

1.1.42.4.2. The State will generate one return file for each commissary order file that was processed.

1.1.42.4.2.1. The file will include the records that were sent in the commissary order file with additional fields to indicate the transaction process status:

1.1.42.4.2.2. Approved: “Y” – success, “N” – failure

1.1.42.4.3. The Contractor must not send more than one file with commissary order information per day.

1.1.42.4.4. The process will validate that the file has:

1.1.42.4.4.1. comma delimited fields

1.1.42.4.4.2. correct number of fields

1.1.42.4.4.3. transaction date in correct format

1.1.42.4.4.4. valid prisoner with a primary account

1.1.42.4.4.5. no blank Item number

1.1.42.4.4.6. header record count matches with total detail transaction count

1.1.42.4.4.7. if the item amount is greater than $0 it must be a refund

1.1.42.4.4.8. if the item amount is less than $0 it must be a sale

1.1.42.4.4.9. the total amount of each commissary order must be equal to the sum of the individual items per request ID if it is a sale

1.1.42.4.5. The process will reject the entire file if one of the records fails the above validation.

1.1.42.4.6. The Contractor must send a commissary order file even if there are no commissary orders for the date. The process will expect a file including the header row. The State system will enter a $0 batch record for the file.

1.1.42.4.7. The commissary order file must list the items ordered (within each commissary order) in priority order

1.1.42.4.7.1. The Contractor must sort the items within each commissary order by priority (highest to lowest) within the commissary order file.

1.1.42.4.7.2. The Contractor must add a row for each instance of an item ordered. The items will be filled in the order received in the file until the order is complete or the prisoners’ account balance reaches the available balance. Once the prisoner reaches his balance, the order will stop immediately.

1.1.42.4.7.3. If a line contains multiple quantities of the same item and funding is not available for the full amount ordered for that line, then that line is removed and will not be filled. Any order lines after that will also not be filled.

1.1.42.4.7.4. For indigent orders:

1.1.42.4.7.4.1. The Contractor must allow indigent eligible prisoners to create an indigent commissary order.

1.1.42.4.7.4.2. If a prisoner is approved for indigent store, they may only be allowed to submit 1 order per month up to the approved purchase amount. Funds not spent on the first order per month will not be available for future orders/purchases in that calendar month.

1.1.42.4.7.4.3. The Contractor must add a row for each instance of an item ordered. The items will be filled in the order received in the file until the order is complete or the prisoners’ account balance reaches the available balance. Once the prisoner reaches his indigent balance, the order will stop immediately.

1.1.42.4.7.4.4. If a line contains multiple quantities of the same item and funding is not available for the full amount ordered for that line, then that line is removed and will not be filled. Any order lines after that will also not be filled.

1.1.42.4.8. MDOC’s current ordering processes are subject to change. The Contractor must perform current MDOC process until a real time solution is realized

List all exception(s):

1.1.43. MDOC may, at a future undetermined date, move to real-time processing for transactions (Friends and Family and store purchases) requested by MDOC Prisoners. The Contractor must work with the State to implement any changes necessary to facilitate real-time transaction processing.

1.1.43.1. The Contractor must be able to send data files once per day to MDOC and must have the capabilities of receiving data files from the States TRUST and Financial System.

1.1.43.2. Information provided from the Contractor will be used by the State (MDOC) to cross-reference order eligibility, prior to MDOC approval. An approved Data file will be provided to the Contractor via file transfer identifying all allowable purchases approved by MDOC.

1.1.43.3. The Contractor must then process the prisoner commissary and Friends and Family orders within 24-hours of receipt of the MDOC Confirmation file, unless otherwise specified by the State (MDOC).

List all exception(s):

Bidder to provide responses to requirements 1.16.4.1 – 1.16.4.3:

1.1.44. Any proposed administrative functionality of the Contractors solution must have the following capabilities:

1.1.44.1. provide the functionality to restrict prisoners to a certain number of allowable family/friends who are authorized to make purchases on the prisoner’s behalf

1.1.44.1.1. the Contractor work with the State to configure the Family and Friends restrictions as needed, with a minimum of once a month

1.1.44.2. must provide the functionality add or delete Correctional Facilities, and/or satellite facilities in addition to those identified in Schedule G – MDOC Facility Listing.

1.1.44.3. must provide the functionality to accommodate differing numbers of prisoners within an MDOC facility as population capacities change.

1.1.44.4. must provide the functionality to accommodate the transfer of prisoners within the MDOC system daily, ensuring orders are redirected in the event a prisoner transfer occurs prior to receipt of ordered items.

1.1.44.5. provide the functionality to set a priority order for all items available within the commissary item list and the Indigent list of items.

1.1.44.6. provide the functionality to limit the items allowed within a commissary list by prisoner security level, status, or other criteria defined by the State.

List all exception(s):

1.1.45. The Contractor must have a mechanism in place to ensure all store items are continuously available for facilities, Prisoners, and Prisoner friends and family to purchase – and will not have an inventory outage. MDOC is not responsible for warehouse inventory this is the sole responsibility of the Contractor.

1.1.45.1. The Contractor must notify the receiving MDOC facility and MDOC Program Manager(s) of any out-of-stock items at least 48-hours prior to facility delivery.

1.1.45.2. The Contractor must also maintain inventory levels at all warehouse locations, ensuring that no more than 1% of approved store items are out-of-stock for any business day (Monday through Friday).

1.1.45.3. The Contractor must provide at a minimum 400 prisoner store items for purchase – MDOC reserves the right to change the number of available items for purchase.

List all exception(s):

Accounting and Commission Reconciliation The Contractor must have the ability to track Commissions earned on all Prisoner Store and Friends and Family Care Package sales and possess the capability of reconciling the transaction fees.

1.1.46. When requested the Contractor must collect, on behalf of the State, a Prisoner Benefit Fund Commission (PBF Commission). This is a monthly reconciliation of fees collected, i.e. transaction fees billed, and commissions earned.

1.1.47. In order to maintain existing budgets for programs and services, the minimum rate a Contractor can collect for a PBF Commission is 14%.

1.1.48. Commissions must not be collected on vending machine card sales, photo tickets, metered stamp envelops, purchases made by MDOC facilities, and any additional items that may be identified by MDOC.

1.1.49. Commissions must not be collected on items categorized as health, hygiene, and over-the-counter medication.

1.1.50. When applicable the PBF Commission fees collected, transaction fees billed and/or commissions earned will be provided to the State in the same manner as specified in Section 5.3 Reporting.

1.1.51. Contractor must work with MDOC to identify the means for distributing commissions to the State.

List all exception(s):

Bidder must describe how they would meet the requirements:

Transition The Contractor must describe its transition management capabilities, including but not limited to methods, tools and processes that will be utilized for oversight and completion of the implementation process. Contractors must submit one example transition and implementation plan with their bid proposal under section 5.1.

1.1.52. Transition In: The Contractor is responsible for leading transition to and implementation of the new commissary service(s). This plan must be specific to MDOC, its locations, and solution proposed by the Contractor. See section 5.1.

1.1.52.1. All transition and implementation plans are subject to approval of the State and applicable Program Manager(s). The State reserves the right to add approved implementation/project plans via Contract Change Notice.

1.1.52.2. Incumbent Bidders must provide an updated Transition Plan that includes any new or updated modifications or enhancements to existing hardware and software and the timelines for implementation of each change.

1.1.52.3. Staffing Plan: The Contractor’s organizational chart with names and titles of personnel assigned to the project, which must align with the staffing stated in accepted proposals:

1.1.52.3.1. Identify a Contractor Project Manager who is responsible for the entire transition and implementation.

1.1.52.3.1.1. If Project Manager differs from the Contractor Representative please define separation of responsibilities.

1.1.52.3.2. Identify transition management teams and duties

1.1.52.3.3. Training plans for software implementation, and interface usages:

1.1.52.3.3.1. Training services must be available for prisoners, friends and family, and State (MDOC) staff.

1.1.52.4. This Requirement is subject to change with MDOC’s prioritization of real-time processing. MDOC may, at a future undetermined date, move to real-time processing for transactions requested by MDOC Prisoners and their Friends and Family. The Contractor must work with the State to implement any changes necessary to facilitate real-time transaction processing.

At a minimum the following information must be included:

1.1.52.4.1. The project breakdown showing sub-projects, tasks, and resources required:

1.1.52.4.1.1. Describe how account and user information will be transferred – utilizing the daily data file transfer received from MDOC.

1.1.52.4.2. All major project milestones, with anticipated outcomes.

1.1.52.4.3. Detailed corresponding calendar/timeline schedule for Implementation.

1.1.52.4.4. Delivery Plan – should outline day-to-day operations for delivery for purchased products to MDOC facilities. Plans should include an alternate plan to accommodate deliveries for:

1.1.52.4.4.1. State Holidays (as identified in 4.6.2), and Emergency Contingency Plan for service delivery.

1.1.52.5. The Contractor must also identify how the following will be conveyed to MDOC:

1.1.52.5.1. Updates/progress reports will be reviewed with the State (including regular updates regarding the Implementation Timeline).

1.1.52.5.2. Process for addressing issues/changes.

1.1.52.5.3. Resolution process, procedures and strategies.

1.1.52.5.4. Identify individuals who will be responsible for receiving/reaching for requested information.

1.1.52.6. There must be continuous communication between the Program Manger and the Contractor (subcontractor(s), and specialty services providers, if applicable) during the Transition Period and over the course of this Contract.

The Contractor must anticipate a visit to each MDOC facility where services are to be performed after contract award, but before transition/implementation begins in order to asses needs of each facility and understand what it will require during the transition phase.

The State will meet with the Contractor for initial review of the Contractor’s Transition Plan prior to beginning service delivery and periodically as needed.

These meetings will include but are not limited to:

1.1.52.6.1. Reviewing progress and opportunities for improvement and compliance with transition plan.

1.1.52.6.2. Providing necessary guidance to the Contractor regarding the timing of activities and solving issues.

1.1.52.6.3. After implementation is complete the Contractor must meet with each MDOC facility to review the following:

1.1.52.6.3.1. System and user functionality

1.1.52.6.3.2. Computer interface and system management

1.1.52.7. The Contractor is responsible for delivering uninterrupted Services including system infrastructure. Within 10-business days of the Contract Award Date, the Contractor must submit to MDOC, a Transition Plan for final approval. The Contractor may be required to make continuous changes to the Transition Plan and submit a revised plan to MDOC until all items have been successfully implemented.

1.1.52.8. Fulfillment Centers/Warehouse and Packing. As identified in the Scope section of Schedule A, MDOC prefers a single Contractor which has or will have access to warehouses located within the State of Michigan to allow for fulfillment of all MDOC orders.

Warehouse setup should be included in the 6-month transition period.

Bidder must provide a list of fulfillment centers/warehouses available or to be available by contract start date for use under this Contract. Please identify in your list:

1.1.52.8.1. Physical location of center/warehouse(s).

1.1.52.8.2. Areas this center/warehouse serves – if specific.

1.1.52.8.3. Items or type of items, that will be provided from each fulfillment center.

1.1.53. Transition Out/Close Out Plan: The Contractor is responsible for providing a Contract Closeout Plan. This plan must detail how services will be concluded and how services, including data, can be transitioned over to the State or a new Contractor.

List all exception(s):

Bidder must provide a detailed Transition Out/Close Out Plan.

Contractor Provided Training The Contractor must provide the following training:

1.1.54. System implementation Training – Software and Interface usage

1.1.54.1. Training must be available for all MDOC staff.

1.1.55. System (Kiosk) Ordering

1.1.55.1. The Contractor must provide training to at a minimum of one MDOC-designated person at each MDOC facility on ordering, receiving, shipping and availability for reports.

1.1.55.2. Training must also be made available for prisoners, and their friends and family.

1.1.55.3. The Contractor must provide both written and video training instructions for prisoners on the use of the kiosk.

1.1.56. The Contractor must explain its training capabilities and any training that is included in its proposal and provide documentation and copies of its training materials.

List all exception(s):

Bidder must explain its training capabilities and any training that is included in its proposal:

MDOC Provided Training

1.1.57. Contractor and/or subcontractor staff, as applicable, providing services under the MDOC contract are required to complete MDOC training prior to providing services or entering into MDOC facilities. The training assigned will be specific to Contractor worksite, level of prisoner contact, and the services provided under the Contract. Contact the MDOC Contract Manager or designee with any questions concerning MDOC training.

1.1.58. Contractor and/or subcontractor staff must complete MDOC provided training annually before the end of training year. (The State’s training year is October 1st through September 30th.)

1.1.59. Contractor and/or…