Electronic Rounds Logging System

The Commonwealth of Kentucky Finance and Administration Cabinet, on behalf of the Kentucky Department of Corrections (KYDOC), is issuing RFP 758 2600000226 to procure a comprehensive Electronic Rounds Logging System for thirteen adult correctional facilities. The system will enable correctional officers to electronically log rounds in restricted housing units and watch cells using RFID beacons or equivalent technology, accommodating approximately 400 authorized users and an average daily inmate population of 13,280. Deliverables include approximately 650 handheld units (with flexible deployment across facilities), 1,000 stationary check-in devices (RFID beacons), charging and data upload stations, cloud-based or on-premises software with advanced reporting capabilities, three virtual training sessions (scheduled on non-consecutive days with both morning and afternoon options), a minimum five-year warranty on handheld units, three-month warranty on other hardware, and ongoing technical support and maintenance. The system must generate auditable reports suitable for evidentiary and compliance purposes and comply with American Correctional Association accreditation requirements. Proposals are due electronically by 3:30 PM Eastern Time on February 27, 2026; written vendor questions were due by February 2, 2026, with Commonwealth responses provided by February 9-10, 2026. Evaluation criteria include technical proposals (500 points maximum), cost proposals (600 points maximum), and optional oral demonstrations (300 points maximum), with proposals scoring below 50 percent of technical points deemed non-responsive. The initial contract term is one year from the award date, with four optional one-year renewal periods available upon mutual agreement.

The RFP includes reciprocal preferences for Kentucky resident bidders and preferences for qualified bidders or the Department of Corrections Division of Prison Industries per Kentucky statutes. No specific incumbent vendor or current contractor is identified in the procurement documents. Vendors must demonstrate compliance with Commonwealth Office of Technology requirements, including hosting on Commonwealth-managed cloud tenants or FedRAMP-certified commercial cloud platforms, NIST SP 800-53 moderate-level security controls, annual SOC 2 Type 2 compliance reporting, and Kentucky Information Technology Standards (KITS), with all Commonwealth data maintained exclusively within the continental United States and encrypted in transit and at rest. Required affidavits include general attestations regarding Kentucky campaign finance law compliance, resident bidder status (requiring authorization to transact business in Kentucky, prior year corporate income tax filing, unemployment insurance fund payments, and workers' compensation coverage), and qualified bidder status for nonprofits serving individuals with severe disabilities. Vendors must maintain Commercial General Liability Insurance of $1,000,000 per occurrence and $2,000,000 aggregate prior to award, with the Commonwealth listed as an additional insured. Pricing shall be submitted as a firm fixed-price cost proposal excluding federal excise tax and Kentucky sales and use tax, with no price increases permitted during the first twelve months; subsequent increases require industry-wide justification with thirty days' written notice. The RFP does not specify a contract value or budget range on the solicitation documents.