Schedule A, Attachment 2- Prisoner Services Business Specifications Worksheet v2.docx

SCHEDULE A, ATTACHMENT 2: PRISONER SERVICES BUSINESS SPECIFICATIONS WORKSHEET

Instructions for Completing the Business Specifications Worksheet

Contractor must respond to each business Specification on how they will meet the requirements below for each system or service it is bidding on. Contractor must not alter the document. The Business Specifications Worksheet contains columns and is defined as follows:

Column A: Business Specification number.

NOTE:

· The “Required” section of the Business Specifications Worksheet lists items that the State requires to be part of the Solution. “Required” items will be evaluated and scored upon per the State evaluation process.

· The “Optional” section of the Business Specifications Worksheet lists items that are not required at the time of the solicitation but may be desired by the State in the future. Such “Optional” items will be evaluated and used in a best value award recommendation Column B: Business Specification description.

Column C: Contractor must indicate how it will comply with the business Specification. Contractor must enter “Y” to one of the following:

Current Capability – This capability is available in the proposed Solution with no additional configuration or cost

· Requires Configuration – This capability can be met through Contractor-supported changes to existing settings and application options as part of the initial implementation at no additional cost (e.g., setting naming conventions, creating user-defined fields).

· Customizations to Software Required – The requirement can be met through Contractor modifying the underlying source code, which can be completed as part of the initial implementation.

· Future Enhancement – This capability is a planned enhancement to the base software and will be available within the next 12 months of contract execution at no additional cost.

· Not Available – This capability is not currently available, and a future enhancement is not planned.

NOTE: Configuration is referred to as a change to the Solution that must be completed by the awarded Contractor prior to Go-Live but allows an IT or non-IT end user to maintain or modify thereafter (i.e. no source code or structural data model changes occurring).

Customization is referred to a modification to the Solution's underlying source code, which can be completed as part of the initial implementation. All configuration changes or customization modifications made during the term of the awarded contract must be forward-compatible with future releases and be fully supported by the awarded Contractor without additional costs.

Contractor must understand that customizations (i.e. changes made to the underlying source code of the Solution) may not be considered and may impact the evaluation of the Contractor's proposal.

Column D: The Contractor must also fully disclose how they will meet the requirements in their proposal response. This column is for Contractor to describe how they will deliver the business Specification and if the Contractor proposes configurations or customizations, the Contractor must explain the details of the impacted risk that may be caused if configured or customized to meet the business Specification. Description must be no more than 250 words for each business Specification.

Contents

General Requirements for Service (GEN) This section pertains to any services provided under any resulting contract.

REQUIRED

Note: This data must be made available to MDOC upon request or at regular MDOC approved intervals.

Examples:

· Disable data transfer on tablet USB port

· Disable Settings on device Operating System

· Disable messaging application for Prisoners labeled as “High Risk” in User Directory application

· Response timeliness

· Escalations

· Processing Times

· Repairs

· Quotes

Note: Resolving non-hardware issues i.e. software configuration, access, networking, etc.) via written instruction

Note: This information must be provided as a report and via a interface with MDOC intelligence application.

Requirements Electronic Deposits and Release Debit Cards (EDRC) MDOC is seeking a solution to provide a method for friends and family of MDOC Prisoners to deposit funds into a prisoners account through online and mail. If there is any money remaining in the account upon the Prisoner’s release from an MDOC facility, the system must have functionality to deposit the remaining funds onto a payment/debit card issued in the Prisoner’s name.

REQUIRED

Note: Resolving non-hardware issues i.e. software configuration, access, networking, etc.) via written instruction

Note: Including but not limited to; user activity and transaction history reports.

Note: Funds must deposit (Via interface with offender accounting system) in account by next calendar day.

Note: Prisoner must be able to use card without fees for 60 days upon release.

Note: The relation to prisoner field includes Grandparent, Parent, Stepparent, Spouse, Mother-in-law, Father-in-law, Child, Stepchild, Grandchild, Sibling, Stepbrother, Stepsister, Aunt, Uncle, Friend, Prisoner Advocacy Group, Legal Correspondent.

OPTIONAL

Note:

Requirements Multimedia Services (MS)

Digital Media - A multimedia ordering and playback Solution that provides entertainment options for offenders, such as music, movies, shows, podcasts, etc. MDOC must be able to review and restrict specific products prior to availability for purchase. In addition, prisoners need the ability to create a document (word processing) and then have the ability to print their created document.

· Note: This will require Web Services integration to the Corrections Offender Management System (COMS), managed by A-T-G.

REQUIRED

Note: MDOC will consider streaming as a method to access content. If the delivery method is as efficient as downloading.

Note: Content should include but not limited to; Health, Mental Health, Nutrition, Life Skills, Physical Fitness, meditation, and behavioral health.

Note: Resolving non-hardware issues i.e. software configuration, access, networking, etc.) via written instruction

OPTIONAL

Requirements Intelligence Analysis (IA) MDOC is seeking a Solution that will provide the ability to gather and export data across prisoner services such as but not limited to financials, phone calls, messaging etc. in a form that is supported by our current Intelligence Application. The Solution must interface with current web based and local information systems and must have the ability to link, sort, filter, generate, export reports across multiple data sets. Solution must provide advanced reporting tools that allow for complex querying, in addition to audit tracing. Solution will allow for configurable permissions across various roles that will be determined by MDOC. Contractor will provide acknowledgment and support for critical issues within 1 hour for critical issues and 24 hours for non-critical issues as well as a summary of findings upon the closing of issues. Maintenance, compliance, and updates will be the responsibility of the Contractor.

REQUIRED

OPTIONAL

Requirements Prisoner Telephone System (TS) The MDOC is required by State law (MCL 791.270) and Administrative Rule 791.6638 to provide telephone service to Prisoners. The MDOC has special security requirements and has a prime objective of controlling Prisoner telephone usage and limiting the use of the telephone system for fraudulent activity. The telephone calls are monitored for public safety, security and to prevent fraudulent activity.

The Contractor will be responsible for furnishing and maintaining a softphone telephone service for use in all present and future Correctional Facilities that will allow MDOC Prisoners to complete auto-collect local, debit through disbursement, long-distance and international calls, and/or pre-paid local, long-distance, and international calls from the MDOC Correctional Facilities. The solution must include a statewide phone system, any necessary telephone equipment, the ability to monitor and record equipment and services, and other ancillary services to be determined. The system must also provide a security-controlled environment; allowing and disallowing calls to specific telephone numbers; recording, monitoring, and playback capabilities; verification of calls against the LIDB system; detection of three-way calls; and interfacing with the chosen MDOC intelligence-gathering application to aid investigators.

REQUIRED

Note: Certain MDOC staff need access to create/maintain these lists

Note: e.g., detect device connection type i.e. Local Area Network (LAN) or Wireless restrict software functionality based on connection

Note: This includes scheduled and unscheduled time periods

OPTIONAL

Note: This is preferred.

Requirements Prisoner Video Visitation (VV) MDOC seeks a Prisoner Visitation Solution that allows family and pre-authorized contacts to schedule visitation, both in-person and virtually. The video visits will happen in defined spaces within MDOC facilities and only pre-approved visitors will be authorized to join video visitation calls. The system must also provide a solution for scheduling for video and in-person visitations.

REQUIRED

Web Service/API

a. Format: Use a lossless or high-quality format such as WAV or FLAC. Compressed formats like MP3 may degrade quality and raise questions about authenticity.

b. Sample Rate: Minimum of 44.1 kHz (CD quality) or higher (e.g., 48 kHz or 96 kHz).

c. Bit Depth: At least 16-bit, preferably 24-bit.

d. Signal-to-Noise Ratio (SNR): Ensure a high SNR (low background noise) to make voices or critical sounds distinguishable.

e. Mono vs. Stereo: Stereo is preferred if the recording captures spatial information (e.g., multiple speakers), but mono may suffice for single-source recordings.

f. Embedded Metadata: The audio file should include metadata such as recording date, time, device used, and location (if available).

g. Original Device Information: Retain details about the recording device (e.g., model, firmware version, and settings).

h. Timestamping: Use a device that automatically embeds accurate timestamps or synchronize with a trusted time source (e.g., GPS or NTP).

For Video Visitation Quality/Clarity, the following requirements should be met:

a. Resolution: Higher resolution (e.g., 1080p, 4K) is preferred to ensure details like faces, license plates, or actions are clearly visible. Low-resolution videos (e.g., 480p or below) may be challenged if critical details are unclear.

b. Frame Rate: A frame rate of at least 24–30 frames per second (fps) is ideal for smooth motion capture. Lower frame rates (e.g., 15 fps) may miss critical moments or appear choppy.

c. Compression: Use minimal compression to preserve detail. Highly compressed formats (e.g., low-bitrate MP4) may degrade quality, making it harder to discern details. Formats like H.264 or H.265 are common but should be high-bitrate.

d. Lighting and Focus: The video should be well-lit and in focus to clearly depict the scene. Night vision or low-light capabilities may be necessary for footage recorded in poor lighting conditions.

e. File Format: Use widely accepted, non-proprietary formats like MP4, AVI, or MOV to ensure compatibility with court playback systems. Avoid obscure or heavily edited formats.

f. Embedded Metadata: The video file should include metadata such as recording date, time, device used, and location (if available).

a. Mean Opinion Score (MOS)

b. Jitter

c. Latency

d. Packet loss, and

e. codecs used.

a. Bit rate

b. Resolution

c. Frame rate

d. Codec

e. Buffer fill time

f. Lag length

g. VMAF or SSIM at a minimum.

OPTIONAL

Requirements Requests and Messaging (ME) MDOC seeks a contained messaging platform for Prisoners in MDOC Correctional Facilities to communicated with registered contacts. The platform must be self-contained and require registration by the public.

Friends & Family Messaging - A messaging service to allow electronic communications between offenders and approved contacts outside of facilities (public-facing).

Electronic Requests - An electronic replacement of the manual paper process to facilitate certain requests to staff (e.g. Grievances, information requests, forms, etc.,). MDOC currently receives thousands of requests from offenders each month. This application could also be used to deliver announcements from MDOC staff to offenders.

· Note: This will require Web Services integration to the Corrections Offender Management System (COMS), managed by A-T-G.

Messaging (ME) between MDOC staff and Prisoner individual groups and facility by location.

General Requests (GR) allows Prisoners to submit digital form to MDOC group based on facility by location.

Medical Requests (MR) allows Prisoners to submit medical digital form to MDOC group based on facility by location.

REQUIRED

Note: The system must NOT send messages using DOC staff work email and must have the ability to mask staff identity.

System must prevent users from sending messages outside the system.

Note: This access must be for all facilities.

Note: Resolving non-hardware issues i.e. software configuration, access, networking, etc.) via written instruction

Note: This is done through a website

Note: External users must have an account to send and receive messages

General Requests

Note: Prisoner must have the ability to access the template, complete the template and submit the template to specific staff

Medical Requests (MR)

Requirements Educational Services (ES)

The MDOC is focused on providing educational opportunities and content to those that are incarcerated. Having access to this content in a digital format will increase engagement and the number of users that can access materials to expand knowledge while developing employment skills, soft skills, and digital skills. The MDOC has worked with outside contractors to develop a new educational network, which hosts Google Classroom and other programs to modernize educational offerings within the MDOC. While this was an important step, access and learning is still limited by having to be in a classroom on a hardwired device. It is important (both for students and to maximize existing investments), to provide those that are incarcerated with access to this network, as well as other educational programs and materials on a secure Wi-Fi platform that can be accessed throughout the facilities on appropriate devices for learning.

REQUIRED

Note: Prisoner would use the web browser to connect to Corrections Education Technology Network (CETN). This would give them access to all available education services for that Prisoner.

Note: Included but not limited to. (i.e. literacy, English as a Second Language (ESL), GED, college preparation, cognitive therapy, parenting skills, interview skills, workplace readiness, and soft/life skills training).

However, the Contractor must submit any material revisions, deletions, or additions to the content to the State Program Manager or designee at least seven (7) calendar days prior to making changes. Approval for changes must be in writing. If the State does not approve the changes to the content, the Contractor will not change the content.

the content.

OPTIONAL

Requirements Document Repository (DR) The goal is to share information with the prison population about rules, policies and programing. Document Repositories can be location specific and read only documents for prisoners to access.

Required

Requirements Store Services (SS) MDOC has a current contract for Prisoner Commissary Services with Keefe Commissary Network LLC. With the new prisoner network and device/tablet that will be awarded via this RFS, MDOC prisoners need the ability to enter their store orders and view their prior order from the awarded device/tablet via an interface to the prisoner store system.The Prisoner store or “Commissary” is an existing MDOC service with access to the solution via a Contractor managed kiosk that allows prisoners to purchase personal items.

Required

OPTIONAL

Requirements Electronic Law Library (ELL) Give the prisoner access to view the Electronic Law Library.

ELL Integration – The Statehas a current contract for an Electronic Law Library system (currently Lexis Nexis). The ELL needs to be accessed by Prisoners on a device that is proposed as part of the prisoner services solution of this RFS.MDOC Prisoners need to have the ability to access this service via the awarded device/tablet, as well as make requests (kites) from this device to the Librarians for forms and physical copies.

Required

OPTIONAL

Requirements Future Considerations (FC)

Depending upon the ability of the Contractor to provide the appropriate services once the initial scope is met, the project scope may be expanded to include functionality not currently within scope of this Contract if such additional scope increases the overall value to the State. Such follow-on work may occur after initial implementation.

Optional

1. Financial management

2. Personnel support

3. Operations support

4. Data analytics

5. Business intelligence

6. Research and planning

7. Warehouse ordering and inventory

8. Prisoner-related functionality:

· Alert system for hearing impaired

· Prisoner and Jurisdiction time computation

· Money deposits

· Electronic devices

· Vending machine card encoding

Note: Catalog from all facilities.