Electronic Forms Management System - DRC260096 - OSC
| Location: | Ohio |
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| Posted: | Feb 5, 2026 |
| Due: | Feb 26, 2026 |
| Agency: | State Government of Ohio |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | SRC0000036435 |
| Publication URL: | To access bid details, please log in. |
| Solicitation ID: | SRC0000036435 |
| Solicitation Name: | Electronic Forms Management System - DRC260096 - OSC |
| Original Begin Date: | 2/5/2026 10:22:47 AM |
| Begin Date: | 2/5/2026 10:22:47 AM |
| End Date: | 2/26/2026 10:00:00 AM |
| Inquiry End Date: | 2/19/2026 8:00:00 AM |
| Commodity: | Networking software |
| MBE Set Aside: | MBE Set Aside |
| Agency: | DRC-Dept of Rehab & Corrections |
| Solicitation Status: | Open for Bidding |
| Solicitation Type: | Request For Proposal (RFP) (Double Envelope) |
Solicitation General Information
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In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response
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Solicitation ID
SRC0000036435
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Solicitation Name
Electronic Forms Management System - DRC260096 - OSC
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RFx Type
Request For Proposal (RFP) (Double Envelope)
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Lot #
1
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Solicitation Status
Open for Bidding
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Round #
1
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MBE Set Aside
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Begin Date
2/5/2026 10:22:47 AM (ET)
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Amendment?
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End Date
2/26/2026 10:00:00 AM (ET)
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Inquiry End Date
2/19/2026 8:00:00 AM
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Summary
ODRC is seeking proposals for
a comprehensive solution, inclusive of professional services, to complete and enhance the current Electronic Forms Management System (EFMS). The objective is to evolve the existing platform into a modernized, high-performance end-state that maximizes operational efficiency, strengthens data security, and delivers an exceptional user experience. This engagement will include implementation support, system integration, and optimization services to ensure a seamless transition and full realization of the platform’s capabilities.
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Predecessor Contract
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Process
Offerors will need to review the attached RFQ documents, follow the instructions provided in the document, and submit all of the required documentation via OhioBuys.
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Ship To
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1 Record(s)
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0 Record(s)
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Solicitation Documents
5 Record(s)
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Attachment Preview
REQUEST FOR PROPOSALS
Sourcing Project:
SRC0000036435-DRC260096
The Ohio Department of Rehabilitation and Correction
is requesting proposals for:
Electronic Forms Management System (EFMS)
* All Dates Must Follow OhioBuys Dates*
Page | 1
EXECUTIVE SUMMARY
BACKGROUND
ODRC was established under House Bill 494. Its responsibilities are defined in ORC 5120.
ODRC is the largest agency in the State of Ohio with operations throughout the State and
is the fifth largest prison system in the nation, consisting of twenty-five (25) state-
administered adult correctional institutions and three (3) privately-operated institutions. The
current ODRC population is approximately 45,100. The institutions vary in level of security
and include corrections reception centers, correctional camps, and pre-release centers. The
mission of ODRC is to reduce recidivism among those we touch. The values of the agency
are aligned to support the mission of the agency. The values of the agency are as follows:
(1) Take care of our staff; they will transform our offenders (2) One team-one purpose (3)
Civility towards all and (4) Hope is job one.
SUMMARY STATEMENT
ODRC is seeking proposals for a comprehensive solution, inclusive of professional
services, to complete and enhance the current Electronic Forms Management System
(EFMS). The objective is to evolve the existing platform into a modernized, high-
performance end-state that maximizes operational efficiency, strengthens data security,
and delivers an exceptional user experience. This engagement will include implementation
support, system integration, and optimization services to ensure a seamless transition and
full realization of the platform’s capabilities.
OBJECTIVES
• A modernized and sustainable electronic forms management system built upon DRC’s
existing work.
• Documented processes and system architecture to support future enhancements.
• Accelerated electronic form development and deployment timelines.
• Improved accessibility, compliance, and maintainability.
• Strengthened DRC capacity for independent system support and evolution.
GENERAL INSTRUCTIONS
The following sections provide details on how to get more information about this RFP and
how to respond to this RFP. All responses must be complete and in the prescribed format.
Page | 2
CONTACTS
The following person will represent ODRC:
Name: Brandy Marshall, Contracts Unit
Contact via Ohio Buys Inquiries
STATE OF OHIO ONLINE PURCHASING SOLUTION.
OhioBuys provides the primary platform for Supplier partners to engage in procurement
activities with the State of Ohio. For additional information on submitting proposals see the
“Viewing and Responding to Solicitations” Learner Guide or the “Viewing and Responding
to Solicitations” Supplier Training Video linked below.
Learner Guide:
https://procure.ohio.gov/about/03_supplier-training/03_supplier-training
Viewing and Responding to Solicitations:
https://www.youtube.com/watch?v=K6iE32BUMJ0&feature=youtu.be
INQUIRIES
Offerors may make inquiries regarding this RFP any time during the inquiry period listed in
the Calendar of Events. To make an inquiry, Offerors must login to OhioBuys, navigate to
the solicitation, open the Inquiry tab and submit their inquiry.
Offerors will not receive a personalized e-mail response to their question, nor will they
receive notification when the question has been answered.
Offerors may view inquiries and responses on the OhioBuys Public Solicitations page by
opening the Solicitation Overview and navigating to the inquiries section of that page.
ODRC will try to respond to all inquiries within 48 hours of receipt, excluding weekends and
State holidays. ODRC will not respond to any inquiries received after 8:00 a.m. on the
inquiry end date.
During the performance of the Work, a State representative (the “Agency Project
Representative”) will represent the Agency and will be the primary contact for matters
relating to the Work. The Agency Project Representative will be designated at the Contract
award.
ADDENDA TO THE RFP
If ODRC revises this RFP before the Proposal due date, an addendum will be issued via
Ohio Buys.
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PROPOSAL SUBMITTAL
Each Offeror must submit a Technical Proposal and a Cost Proposal as part of its Proposal
package.
ODRC will reject any Proposals or unsolicited Proposal addenda that are received after the
deadline.
ODRC may reject any Proposal if the Offeror takes exception to the terms and conditions
of this RFP, fails to comply with the procedure for participating in the RFP process, or the
Offeror’s Proposal fails to meet any requirement of this RFP. Any question asked during
the inquiry period will not be viewed as an exception to the Terms and Conditions.
Ohio Revised Code (“ORC”) Section 9.24 prohibits ODRC from awarding a Contract to any
Offeror(s) against whom the Auditor of State has issued a finding for recovery if the finding
for recovery is “unresolved” at the time of award. By submitting a Proposal, the Offeror
warrants that it is not now, and will not become subject to an “unresolved” finding for
recovery under Section 9.24, prior to the award of a Contract arising out of this RFP, without
notifying ODRC of such finding. ORC Section 9.231 applies to this contract.
CONFIDENTIAL, PROPRIETARY OR TRADE SECRET INFORMATION
ODRC procures goods and services through a Request for Proposals (“RFP”) in a
transparent manner and in accordance with the laws of the State of Ohio. All proposals
provided to ODRC in response to this RFP become records of ODRC and as such, will be
open to inspection by the public after award unless exempt from disclosure under the Ohio
Revised Code or another provision of law. Unless specifically requested by the State, an
Offeror should not voluntarily provide to ODRC any information that the Offeror claims as
confidential, proprietary or trade secret and exempt from disclosure under the Ohio Revised
Code or another provision of law.
EVALUATION OF PROPOSALS
EVALUATION OF PROPOSALS
The evaluation process consists of, but is not limited to, the following steps:
1. Certification - ODRC shall open only those proposals certified as timely.
2. Initial Review - ODRC will review all certified Proposals for completeness. ODRC may
waive any defects or allow an Offeror to submit a correction. If the Offeror meets all mandatory
requirements listed herein, the State will continue to evaluate the proposal.
3. Buy Ohio Preference
Pursuant to ORC Section 125.11 and Ohio Administrative Rule Section 123:5-1-06, bidder
and offeror responses will be evaluated to give preference to all bids and offers received
from a Buy Ohio Supplier for products raised, grown, produced, mined or manufactured in
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Ohio or a border state or for products and services offered by a supplier demonstrating
significant economic presence in Ohio or a border state.
4. Proposal Evaluation - The ODRC contact representative responsible for this RFP will
forward all timely, complete, and properly formatted Proposals to an evaluation committee,
which the procurement representative will chair. The evaluation committee will rate the
Proposals submitted in response to this RFP based on criteria and weight assigned to each
criterion.
The evaluation committee will evaluate and numerically score each Proposal that the
contract representative has determined to be responsive to the requirements of this RFP.
The evaluation will be according to the criteria contained in this Part of the RFP. ODRC
may further refine these criteria and has a right to break these criteria into components and
weight any components of a criterion according to their perceived importance.
5. Clarifications & Corrections - During the evaluation process, ODRC may request
clarifications from any Offeror under active consideration and may give any Offeror the
opportunity to correct defects in its Proposal if ODRC believes doing so does not result in an
unfair advantage for the Offeror and it is in the State’s best interests. Any clarification
response that is broader in scope than what ODRC has requested may result in the Offeror’s
proposal being disqualified.
6.
Interviews, Proof of Concept, Demonstrations, and Presentations - ODRC may
require top Offerors to be interviewed or to participate in a proof-of-concept process. Such
presentations, demonstrations, and interviews will provide an Offeror with an opportunity to
clarify its Proposal and to ensure a mutual understanding of the Proposal’s content, or to
assure that the Offeror’s proposals will integrate well with our internal platforms and systems.
7.
Contract Negotiations - Negotiations will be scheduled at the convenience of ODRC.
The selected Offeror(s) are expected to negotiate in good faith.
a. General- Negotiations may be conducted with any Offeror who submits a competitive
Proposal, but ODRC may limit discussions to specific aspects of the RFP. Any
clarifications, corrections, or negotiated revisions that may occur during the
negotiations phase will be reduced to writing and incorporated in the RFP, or the
Offeror’s Proposal, as appropriate. Negotiated changes that are reduced to writing will
become a part of the Contract file open to inspection to the public upon award of the
Contract. Any Offeror whose response continues to be competitive will be accorded
fair and equal treatment with respect to any clarification, correction, or revision of the
RFP and will be given the opportunity to negotiate revisions to its Proposal based on
the amended RFP
b. Top-ranked Offeror - Should the evaluation process have resulted in a top-ranked
Proposal, ODRC may limit negotiations to only that Offeror and not hold negotiations
with any lower-ranking Offeror. If negotiations are unsuccessful with the top-ranked
Offeror, ODRC may then go down the line of remaining Offerors, according to rank,
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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