Description
The Essex County Sheriff’s Department is soliciting quotes from qualified vendors for the purchase, installation, licensing, maintenance, and support of a secure electronic privileged legal mail delivery platform for use at the Essex County Correctional Facility. The system must maintain confidentiality protection while providing secure delivery, user authentication, audit confirmation, and proof-of-delivery capabilities. The awarded vendor shall provide a complete turnkey solution, including delivery and installation of one secure legal mail kiosk or equivalent system unit, secure electronic legal mail platform, encryption and secure transmission capabilities, PIN-based inmate authentication, direct print legal mail functionality, sender verification and credential validation, ongoing software licensing, technical support and maintenance services, remote diagnostics and monitoring, and staff training and implementation support.
• The system must include end-to-end encrypted legal and privileged communications, compliance with federal, state, and local legal mail requirements, secure authentication utilizing confidential inmate PIN access, secure purge/removal of legal mail data following delivery confirmation, separate acknowledgment/signature verification process for staff and incarcerated individuals, and protection against unauthorized access.
• The system must have direct print delivery of legal correspondence within the correctional facility, digital proof-of-delivery confirmation, verification and vetting of legal senders through state bar association credentials and EIN verification, secure upload and transmission of legal documents, staff-controlled access management, minimum 99.9% annual system uptime, 24/7 system monitoring, remote troubleshooting capability, replacement hardware availability, and dedicated technical support during normal business hours.
• Vendors shall provide detailed pricing for hardware costs, installation costs, software licensing fees, monthly recurring costs, maintenance/support costs, and annual escalation provisions, if applicable.