Secured Digital Education Platform For ODRC - DRC260152 - OSC

ODRC is seeking proposals for Secured Application Management System (Digital Platform) for Corrections to support computer lab set-ups with multiple types of devices and provide secure delivery across Ohio correctional facilities (including 2 factor). The platform will enable secure educational access, workforce training, content management, and integration with core learning providers.
Offerors will need to review the attached RFP documents, follow the instructions provided in the document, and submit all the required documentation via OhioBuys. All bids and inquiries must come through OhioBuys. The solicitation adheres to the dates provided in OhioBuys, shall any changes in the dates be necessary, such information will be posted in OhioBuys as well. OHIOBUYS TRAINING MATERIALSOhioBuys training materials can be located at this site https://procure.ohio.gov/bidders-and-suppliers/resources/03_Using+OhioBuys To participate or submit an inquiry for this RFx, you need to be registered in the OhioBuys Supplier Portal. Suppliers are not required at this time to be registered in OAKS. If you have a need to seek technical support, clearly specify you need access to an active Ohio Buys solicitation.Technical Support 1-877-644-6771If there is a need for technical support during your proposal submission in the last 48 hours prior to the submissions, contact 614-466-5090. This number is for OhioBuys solicitation technical questions only; there will not be any questions answered regarding the solicitation.Note:Chrome is the preferred browser for OhioBuys.Only have a single window open that is logged into OhioBuys, having multiple windows opened to a single user can create an error when trying to submit your proposal.
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Inquiries Inquiry 89867 | RFP Reference: Page 18, Attachment Two, Proposal Format and required tabbed sections; Pages 22–27, required forms and attachment instructions, including requirements to use or accurately recreate forms.Would the State please provide all required forms and attachments in editable Word format? If editable forms will not be provided, please confirm that Offerors may recreate the required forms electronically so long as all fields, formats, and requested information are retained exactly as required by the RFP. | Answer: Would the State please provide all required forms and attachments in editable Word format? If editable forms will not be provided, please confirm that Offerors may recreate the required forms electronically so long as all fields, formats, and requested information are retained exactly as required by the RFP.Answer: We cannot provide any other formats. We look for content of each form, to assure everything requested is provided by vendors. | Answered: 5/26/2026 Inquiry 89870 | RFP Reference: Page 27, Cost Summary Form requirements; Page 70, Attachment Nine, Cost Summary Form.Attachment Nine currently states that Fiscal Year 2026 equals July 1, 2025 through June 30, 2026. Would the State please confirm whether Attachment Nine should instead reflect Fiscal Year 2027, July 1, 2026 through June 30, 2027, or whether the Fiscal Year 2026 reference is intentional? If a correction is needed, would the State please issue a revised Attachment Nine or addendum through OhioBuys? | Answer: Attachment Nine currently states that Fiscal Year 2026 equals July 1, 2025 through June 30, 2026. Would the State please confirm whether Attachment Nine should instead reflect Fiscal Year 2027, July 1, 2026 through June 30, 2027, or whether the Fiscal Year 2026 reference is intentional? If a correction is needed, would the State please issue a revised Attachment Nine or addendum through OhioBuys?Answer: No corrections needed. Attachment Nine (9) provides guidance to the first and last day of a Fiscal Year in the State of Ohio. All FY go from 07/01/XXXX to 6/30/XXXX. | Answered: 5/26/2026 Inquiry 89873 | RFP Reference: Page 28, Attachment Three, Term; Page 70, Attachment Nine, Cost Summary Form.Would the State please confirm the intended initial contract term and renewal structure for this procurement? Specifically, should Offerors assume a one-year initial term with one renewal or extension option, a biennial structure, or another term length? If multi-year renewals are anticipated, please clarify whether Offerors may include multi-year pricing assumptions in the Cost Proposal. | Answer: Would the State please confirm the intended initial contract term and renewal structure for this procurement? Specifically, should Offerors assume a one-year initial term with one renewal or extension option, a biennial structure, or another term length? If multi-year renewals are anticipated, please clarify whether Offerors may include multi-year pricing assumptions in the Cost Proposal.Answer: The Agency intends to start this contract as soon as possible, even this FY if possible. Contracts are created in a biennium basis, with options to renew upon mutual agreement. | Answered: 5/26/2026 Inquiry 89880 | RFP Reference: Page 1, “All Dates Must Follow OhioBuys Dates”; Page 27, Cost Summary Form requirements; Page 70, Attachment Nine, Cost Summary Form.Would the State please confirm whether it anticipates award and contract execution before the start of the applicable State fiscal year? This clarification will help Offerors align implementation timing, pricing periods, and fiscal-year cost presentation with the State’s procurement schedule. | Answer: Would the State please confirm whether it anticipates award and contract execution before the start of the applicable State fiscal year? This clarification will help Offerors align implementation timing, pricing periods, and fiscal-year cost presentation with the State’s procurement schedule.Answer: See answer to inquiry 89742. | Answered: 5/26/2026 Inquiry 89886 | RFP Reference: Page 12, Cost Proposal Points; Page 27, Cost Summary Form requirements; Page 70, Attachment Nine, Cost Summary Form.To help Offerors align solution scope, pricing structure, and implementation assumptions with ODRC’s expectations, would the State please clarify whether there is an anticipated budget, funding range, or not-to-exceed amount for this contract? If ODRC does not intend to publish a budget, please confirm that Offerors should propose the best-value solution using the Cost Summary Form and the RFP’s stated evaluation methodology. | Answer: To help Offerors align solution scope, pricing structure, and implementation assumptions with ODRC’s expectations, would the State please clarify whether there is an anticipated budget, funding range, or not-to-exceed amount for this contract? If ODRC does not intend to publish a budget, please confirm that Offerors should propose the best-value solution using the Cost Summary Form and the RFP’s stated evaluation methodology.Answer: We are not publishing a budget. Offerors should propose the best-value solution using the Cost Summary Form and the RFP’s stated evaluation methodology. | Answered: 5/26/2026 Inquiry 89891 | RFP Reference: Page 2, Objectives, which references offline/online modes suitable for high-security environments; Page 15, Platform Overview and Core Features, item A.2, which references offline/online operation modes as applicable.Would ODRC please clarify the minimum offline content requirements for the platform? For example, please identify any required offline LMS functionality, applications, content libraries, assessments, synchronization requirements, expected duration of offline access, or facilities/use cases where offline access is required. | Answer: Would ODRC please clarify the minimum offline content requirements for the platform? For example, please identify any required offline LMS functionality, applications, content libraries, assessments, synchronization requirements, expected duration of offline access, or facilities/use cases where offline access is required.Offline content is not required – Platform must be secured through online/browser access and a whitelisted URL. | Answered: 5/26/2026 Inquiry 89896 | RFP Reference: Page 16, Deployment Models and Scalability, item C.3, which references the ability to support multiple institutions, thousands of concurrent users, and phased rollouts.Would ODRC please provide its expected concurrent usage assumptions, including estimated average concurrent users and maximum peak concurrent users across the statewide system? If available, please also provide expected concurrency by facility, classroom/lab setting, housing-unit setting, and testing environment. | Answer: Would ODRC please provide its expected concurrent usage assumptions, including estimated average concurrent users and maximum peak concurrent users across the statewide system? If available, please also provide expected concurrency by facility, classroom/lab setting, housing-unit setting, and testing environment.Approximately 10,000 devices – Average 6,000 users per day divided by 28 facilities. | Answered: 5/26/2026 Inquiry 89909 | RFP Reference: Page 16, Training, Implementation, and Support; Pages 16–17, Agency Requirements.The RFP requests training and support for facility staff, educators, and administrators. For implementation planning, training design, role-based access configuration, and pricing, would ODRC please provide the estimated number of administrative users, instructors, education staff, IT staff, facility staff, and other non-learner users expected to access the platform? | Answer: The RFP requests training and support for facility staff, educators, and administrators. For implementation planning, training design, role-based access configuration, and pricing, would ODRC please provide the estimated number of administrative users, instructors, education staff, IT staff, facility staff, and other non-learner users expected to access the platform?Administrative users, 35instructors, education staff, facility staff 275IT staff, 5other non-learner users, 45,100 (estimation on population) | Answered: 5/26/2026 Inquiry 89915 | RFP Reference: Page 14, Attachment One, Scope of Work, Platform Overview and Core Features, including “Windows devices: PCs and Thin Clients, including ViaPath Tablets”; Page 16, End-User Device Options.Would ODRC please clarify how many tablets or learner devices are owned directly by ODRC versus owned, managed, or provided through a third party, such as ViaPath? If third-party devices are included in scope, please clarify whether Offerors should assume integration, browser-based access, device management coordination, or another access model for those devices. | Answer: RFP Reference: Page 14, Attachment One, Scope of Work, Platform Overview and Core Features, including “Windows devices: PCs and Thin Clients, including ViaPath Tablets”; Page 16, End-User Device Options.Would ODRC please clarify how many tablets or learner devices are owned directly by ODRC versus owned, managed, or provided through a third party, such as ViaPath? If third-party devices are included in scope, please clarify whether Offerors should assume integration, browser-based access, device management coordination, or another access model for those devices.All devices are shared. Chromebooks, 8,000-11,000 (some expected salvage) Apple devices (iPad, MACbook, iMAC, iPhone) 200Chromeboxes, 102 Windows PCs, 42Laptops, 45 (owned by college/contractor) thin clients, 2,200ViaPath tablets, TBD | Answered: 5/26/2026 Inquiry 89918 | RFP Reference: Page 2, Objectives; Page 14, Attachment One, Scope of Work, Project Description; Pages 14–16, Platform Overview and Core Features / Deployment Models and Scalability.The RFP identifies multiple supported device types, including Chromebooks, Apple devices, Windows PCs, thin clients, tablets, and ViaPath tablets. To help Offerors propose an accurate deployment model, would ODRC please provide the current and anticipated device breakdown by type, including Apple devices, Windows devices, thin clients, Chromebooks, tablets, shared lab devices, and any other relevant endpoint categories? | Answer: RFP Reference: Page 2, Objectives; Page 14, Attachment One, Scope of Work, Project Description; Pages 14–16, Platform Overview and Core Features / Deployment Models and Scalability.The RFP identifies multiple supported device types, including Chromebooks, Apple devices, Windows PCs, thin clients, tablets, and ViaPath tablets. To help Offerors propose an accurate deployment model, would ODRC please provide the current and anticipated device breakdown by type, including Apple devices, Windows devices, thin clients, Chromebooks, tablets, shared lab devices, and any other relevant endpoint categories?All devices are shared. Chromebooks, 8,000-11,000 (some expected salvage) Apple devices (iPad, MACbook, iMAC, iPhone) 200Chromeboxes, 102 Windows PCs, 42Laptops, 45 (owned by college/contractor)thin clients, 2,200ViaPath tablets, TBD | Answered: 5/26/2026 Inquiry 89921 | RFP Reference: Page 2, Executive Summary, Background; Page 2, Objectives.The RFP states that ODRC’s current population is approximately 45,100 and describes the objective of providing secure educational access across correctional settings. For purposes of sizing, licensing, implementation planning, and pricing, would ODRC please clarify the anticipated total addressable user population for this project? Should Offerors assume the platform must be available to all approximately 45,100 incarcerated individuals, or should Offerors size the solution for a defined subset of learners, programs, facilities, or eligible users? | Answer: RFP Reference: Page 2, Executive Summary, Background; Page 2, Objectives.The RFP states that ODRC’s current population is approximately 45,100 and describes the objective of providing secure educational access across correctional settings. For purposes of sizing, licensing, implementation planning, and pricing, would ODRC please clarify the anticipated total addressable user population for this project? Should Offerors assume the platform must be available to all approximately 45,100 incarcerated individuals, or should Offerors size the solution for a defined subset of learners, programs, facilities, or eligible users?Consistent estimable 8,000May fluctuate +/- 1,000 Consider four – two-week intersessions (approximately two months downtime for teacher intersession/break). Due to the nature of the correctional environment; we cannot provide exact user/population counts. The ODRC education program is open exit. ODRC numbers fluctuate daily because of new arrivals or releases. ODRC education will not be the only end-user of the system – Other non-learners include general population, which may use some of the listed devices and applications. | Answered: 5/26/2026 Inquiry 89925 | RFP Reference: Page 28, Attachment Three, Term, including language stating that State funds are contingent upon lawful appropriations by the Ohio General Assembly; Page 31, Certification of Funds.Would ODRC please clarify whether this project is already funded within the current ODRC operating budget, or whether award and implementation will depend on a future budgetary cycle, appropriation, Controlling Board approval, or other funding authorization? | Answer: Would ODRC please clarify whether this project is already funded within the current ODRC operating budget, or whether award and implementation will depend on a future budgetary cycle, appropriation, Controlling Board approval, or other funding authorization?At present, ODRC has funding for the project in its budget; however, as the clause indicates, if lawful appropriations are not made during the budgetary cycle (i.e. the next biennium beginning July 1, 2027), then ODRC may be required to terminate the agreement. | Answered: 5/26/2026 Inquiry 89928 | RFP Reference: Page 32, Attachment Three, Part Two, Related Contracts.The Related Contracts clause addresses substantially identical services for the State that may duplicate work under another contract. If an Offeror is currently performing a smaller, similar, but not identical contract with another State agency, would the State please clarify whether that existing contract falls within this clause? If written approval is required, please identify the appropriate approval process and the State office or agency authorized to provide that approval. | Answer: RFP Reference: Page 32, Attachment Three, Part Two, Related Contracts.The Related Contracts clause addresses substantially identical services for the State that may duplicate work under another contract. If an Offeror is currently performing a smaller, similar, but not identical contract with another State agency, would the State please clarify whether that existing contract falls within this clause? If written approval is required, please identify the appropriate approval process and the State office or agency authorized to provide that approval.This clause is required by law in every contract/solicitation. Please refer to Ohio Revised Code 126.07, which states the obligation to include the clause. | Answered: 5/26/2026 Inquiry 90135 | How many classrooms does ODRC currently manage across all facilities? | Answer: How many classrooms does ODRC currently manage across all facilities? Answer: ODRC is uniquely structured with various number of classrooms per site, including shared space. Because of this complicated setup we would prefer an enterprise license, site license, or most cost effective. | Answered: 5/28/2026 Inquiry 90139 | 1. Please confirm the total number of incarcerated learners and staff users expected to access the platform concurrently so we can size licensing, hosting capacity and support resources.2. Does ODRC intend for the awarded vendor to supply, manage and warrant inmate devices, or will the State procure/manage devices separately?3. What is the existing secure-education or tablet solution in use today, and will historical learner records/content need to be migrated into the new platform?4. For institutions with limited or no internet connectivity, what offline content synchronization cadence and transport (e.g., air-gap USB, secure Wi-Fi burst) is acceptable to ODRC?5. Is a zero-cost or revenue-share pricing model, funded by commissary/phone proceeds, permissible under Ohio procurement regulations for this solicitation? | Answer: 1. Please confirm the total number of incarcerated learners and staff users expected to access the platform concurrently so we can size licensing, hosting capacity and support resources.Approximately 10,000 devices – Average 6,000 users per day divided by 28 facilities. ODRC is uniquely structured with various number of classrooms per site, including shared space. Because of this complicated setup we would prefer an enterprise license, site license, or most cost effective.For the purpose of this bid please use these numbers: 40 administrative/staff members, 7,400 student users (April 2027), 2,500 non-learner users will use devices within one month’s time.2. Does ODRC intend for the awarded vendor to supply, manage and warrant inmate devices, or will the State procure/manage devices separately?ODRC or their partners will supply, procure, and manage the care of all devices.3. What is the existing secure-education or tablet solution in use today, and will historical learner records/content need to be migrated into the new platform?All devices are shared and we use whitelisting URL’s for Thin Clients on our own network policies/firewalls, and for other devices; applications such as Apple Manager, Mosyle, and xFanatical safe docs help to limit security breaches. No records of any kind will be provided or download as we are looking for a way to secure devices, mainly, Chromebooks and Chromebox’s, and Thin Clients that access URL’s to other sites that are whitelisted or designed specifically for incarcerated populations. Chromebooks, 8,000-11,000 (some expected salvage) Apple devices (iPad, MACbook, iMAC, iPhone) 200 Chromeboxes, 102 Windows PCs, 42 Laptops, 45 (owned by college/contractor) Thin Clients, 2,200 Third-party vendor managed (ViaPath) incarcerated population tablets, TBD for future planning and growth. 4. For institutions with limited or no internet connectivity, what offline content synchronization cadence and transport (e.g., air-gap USB, secure Wi-Fi burst) is acceptable to ODRC?Offline content is not required – Platform must be secured through online/browser access and a whitelisted URL. We currently use Wi-fi and for all Chromebooks, iPads, iPhones. All other equipment is hard wired to the incarcerated persons’ network.5. Is a zero-cost or revenue-share pricing model, funded by commissary/phone proceeds, permissible under Ohio procurement regulations for this solicitation?This RFP does not consider zero-cost or revenue sharing. | Answered: 5/28/2026