Incarcerated Persons Mail Scanning Solution

The agency seeks a vendor to provide and maintain a secure, consistent, and efficient statewide solution for handling incoming first-class mail addressed to incarcerated persons. The solution will centralize mail scanning and digitization at an offsite processing center to reduce contraband risks, improve institutional safety, lessen operational burdens on agency mailrooms, and provide timely digital access to correspondence.

The vendor must operate a publicly accessible website and an incarcerated persons web application containing contract information, amendments, FAQs, customer service resources, agency website links, instructional brochures, approved legal disclaimers, and clear explanations of mailing, scanning, review, and disposition procedures. The website and application must prominently state that physical mail received at the processing center will be destroyed after 90 days unless the agency requests an alternate disposition. They must also explain the same 90-day destruction policy for mail reviewed and classified as disallowed, including available return or alternate-handling options and associated cost responsibilities.

The vendor must provide qualified customer-success personnel, product analysts, or subject-matter experts to support agency investigative staff with data reviews, inquiries, audit records, search results, platform outputs, and investigative tools. The vendor must also operate a 24/7/365 customer support help desk with a toll-free telephone number, email or online trouble-ticket submission, knowledgeable support staff, and ticket tracking through resolution. Questions regarding the solicitation must be submitted by August 31, 2026. The contract period will be four years.