SW-118502 - USA (California) - Incarcerated Persons Mail Scanning Solution - Deadline September 18,2026

(1) Vendor needs to provide incarcerated persons mail scanning solution. – Establish a secure, consistent, and efficient statewide operating model for handling incoming first–class mail addressed to incarcerated persons by implementing a centralized, offsite mail scanning and digitization service. – This model is designed to eliminate contraband introduction through physical mail, enhance institutional safety, reduce operational burdens on agency mailrooms, and ensure timely, accessible digital delivery of correspondence.• Provide and maintain a publicly accessible website containing information, documents, and resources related to mail‑scanning services:– Access to contract language, amendments, FAQs, and customer service information.– Display of links to agency websites.– Prominent posting of legal disclaimers approved by agency.• Make available qualified customer‑success personnel, product analysts, or other subject‑matter experts with specialized knowledge of the platform’s investigative capabilities:– Support for agency investigative staff during inquiries, data reviews, or complex analysis tasks.– Assistance in interpreting platform outputs, audit records, search results, and investigative toolsets.• Operate a 24/7/365 customer support help desk to serve agency staff and external senders:– A single toll‑free number for incoming customer calls.– Ability for customers to submit trouble tickets via email or online.– Staff knowledgeable in system functionality and support procedures.– Tracking and monitoring of trouble tickets through resolution.• Make publicly accessible instructional brochures that explain mailing, scanning, review requirements, and any service‑specific processes:– Online availability of clear, accessible instructional materials.– Coverage of branding, mailing, scanning, and review procedures.• Ensure the public website and the incarcerated persons web app include a clear and prominently displayed disclaimer stating that mail received at the processing center will be destroyed after 90 days unless alternate disposition is requested by agency:– Entails all physical mail received at the processing center: Allowed & Disallowed.– Prominent placement of the 90‑day disposition disclaimer within both public website and the incarcerated persons web app.– Clear explanation of destruction timelines and exceptions.• Ensure the public website and the incarcerated persons web app include a clear and prominently displayed disclaimer stating that mail received at the processing center which has been reviewed by agency staff and classified as disallowed will be destroyed after 90 days unless alternate disposition is requested:– Prominent placement of the Disallowed disposition disclaimer within both public website and the incarcerated persons web app– Description of options for return or alternate handling, including cost responsibilities.(2) All the questions must be submitted no later than August 31, 2026. (3) The contract period will be for four year.