The State’s Department of Human Services (DHS), Minnesota Sex Offender Program (MSOP), intends to release a Request for Proposal (RFP) for voicemail systems and services in the near future with the goal of awarding a contract. The estimated dollar value for the contract to be awarded through this RFP is approximately $120,000 to $145,000 annually.

This Request For Information (RFI) is being released for the purpose of soliciting information regarding voicemail systems with web-based interfaces for MSOP clients. The State desires to obtain information about account setup, account management, online access, and an estimate of the corresponding costs. The RFI should not be construed as intent, commitment, or promise to acquire services, supplies, or solutions offered. This notice is not an RFP. No contract will result from any response to this RFI.

The State of Minnesota invites all interested parties to submit a written response to this RFI. The State will not pay for any information herein requested, nor is it liable for any cost incurred by the vendor in preparing a response. Your company’s response to this RFI will not be considered when evaluating vendor responses to any RFP that may eventually be posted. The State reserves the right to contact responders and request additional information and/or schedule a meeting. All material submitted in response to this RFI is public according to Minn. Stat. § 13.03.

We appreciate your response to this request.

PURPOSE AND OBJECTIVES

General Requirements.

The Minnesota Sex Offender Program (MSOP) currently provides voicemail services to clients at three locations across the state. MSOP believes that recidivism rates are reduced when clients can keep connections with family and friends while residing in a therapeutic treatment environment. Therefore, MSOP desires to continue providing expeditious, secure, and accessible voicemail services for clients , their families, and friends.

Project Description.

Goals for the voicemail system include:

• Voicemail message recording and playback:
  • 24/7/365 access, via telephone, for clients, their families, and their friends to record voicemail messages.
  • Recording terminates after 15 seconds.
  • A fully automated system with no live operators.
  • Voicemail system provides clear instructions, with voice and error prompts.
  • Voicemail system has capabilities for multiple languages.
  • Voicemail system audio player displays voicemail detail information.

• Web interface for monitoring, reporting, and storing voicemail messages:
  • Browser-agnostic.
  • Remotely accessible from any internet connected device.
  • Flexible, effective search capabilities for multiple search criteria.
  • Includes pre-set and customizable alerts.
  • Tools for investigators and staff to monitor and end voicemail recording as needed.
  • Messages can be stored securely for at least nine (9) months.

• Robust reporting capabilities:
  • Includes both canned and ad hoc report formats.
  • Search results can be exported in Excel and PDF.

• Customer and Technical Service:
  • Vendor provided detailed service level agreement, that includes resolution times and support options, troubleshooting, remote user assistance, and other support needs.
  • Vendor-provided training.

RFI RESPONSE INSTRUCTIONS

Response Format.

Responders should provide a response to items 1 – 8 of ‘Requested Information’ (below) by the response deadline. Responses will only be accepted via email and should include “DHS-MSOP - Voicemail Systems and Services” in the subject line.

Requested Information.

The State asks all interested parties to submit a response that contains the following information:

1. If the State were to schedule meetings with responders to this RFI for the purpose of gathering additional information, would your company be interested in such a meeting?

1. Your interest in providing the services/supplies addressed in the Project Description, above.

1. A brief description of your experience providing similar services/supplies.

1. From your experience, has the State identified all the major components necessary to complete the project? If not, please provide information on other necessary components.

1. Please provide a list of potential problems/risks that the State may encounter during this project. Please provide any ideas or suggestions about how such problems/risks could be mitigated and how they should be addressed in a solicitation.

1. What types of billing structures does your company offer?

1. Please provide your best estimated price range, lowest estimate to highest estimate, to provide the services/supplies addressed in the Project Description, above.

1. What do you anticipate is the time frame for implementing the system outlined in the Project Description, above?

Questions/Clarifications Deadline

Please submit any questions and/or requests for clarification about this RFI, via email, to the agency contact listed here on or before March 12, 2024, at 3:00 PM Central Time.

Response Deadline

Provide a response to this RFI, via email, to the agency contact listed here on or before March 18, 2024, at 3:00 PM Central Time.

Agency Contact

David Sisk, Buyer III

Email: David.Sisk@state.mn.us

Phone: 651.201.3169

Internet Posting

This RFI and any addenda thereto will be posted on the State of Minnesota’s Goods & Services Solicitation webpage found at https://osp.admin.mn.gov/GS-auto