ODNR OIT Text Archiving Solution
| Location: | Ohio |
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| Posted: | Feb 12, 2026 |
| Due: | Mar 5, 2026 |
| Agency: | State Government of Ohio |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | SRC0000036947 |
| Publication URL: | To access bid details, please log in. |
| Solicitation ID: | SRC0000036947 |
| Solicitation Name: | ODNR OIT Text Archiving Solution |
| Original Begin Date: | 2/12/2026 12:00:00 PM |
| Begin Date: | 2/12/2026 12:00:00 PM |
| End Date: | 3/5/2026 10:00:00 AM |
| Inquiry End Date: | 2/25/2026 7:00:00 AM |
| Commodity: | Electronic mail and messaging services |
| MBE Set Aside: | MBE Set Aside |
| Agency: |
DNR100200 Office of Budget and Finance DNRFRA
DNR250230 OIT Administrative Services DNRFRA DNR-Dept of Natural Resources |
| 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
SRC0000036947
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Solicitation Name
ODNR OIT Text Archiving Solution
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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
2/12/2026 12:00:00 PM (ET)
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Amendment?
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End Date
3/5/2026 10:00:00 AM (ET)
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Inquiry End Date
2/25/2026 7:00:00 AM
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Summary
Background Information
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The Ohio Department of Natural Resources issues mobile devices to various staff in order to improve communication both internally and to the public. ODNR is seeking an effective and efficient method for archiving Text Message (SMS) communications.
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Predecessor Contract
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Process
Proposal with the highest scoring proposal as defined in the evaluation criteria will be awarded the contract.
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Ship To
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1 Record(s)
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Solicitation Documents
7 Record(s)
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Attachment Preview
Request for Proposal
Ohio Department of Natural Resources Office of Information Technology
Text Message Archiving Solution (P-0201)
Background Information: The Ohio Department of Natural Resources issues mobile devices to various staff in
order to improve communication both internally and to the public. ODNR is seeking an effective and efficient
method for archiving Text Message (SMS) communications.
Project Objective: The Department seeks to procure a Text Message Archiving Solution (“System”) that enables
secure, automated, and searchable archiving of text messages from State-issued mobile devices. The solution must
support compliance with public records laws, litigation holds, and device lifecycle management.
Scope of Work:
Functional Requirements
1. Automated Archiving
a. The System must automatically archive text messages from State of Ohio cell phones without
requiring manual intervention.
b. Archived messages must remain accessible for public records requests, litigation, device
transfers, and end-of-life device processing.
2. Administrative Search and Management
a. The System must allow administrators to:
i. Search archived messages by date, keyword, and Hold status.
ii. Delete messages returned in search results, unless marked as “Hold.”
b. Search must support at least the following filters:
i. Sender phone number
ii. Recipient phone number
iii. Message content (text search)
iv. Date range
v. Hold status
3. Hold Functionality
a. The System must support marking specific messages as “Hold,” preventing deletion while the
Hold is active.
4. Retention Independence
a. Archived messages must be retained until an administrator deletes the System, even if deleted
from the originating device.
5. Advanced Search Capabilities
a. The System must support search filters including:
6. Export Functionality
a. The System must allow administrators to export search results in a standard format (e.g., CSV or
PDF).
7. Device Enrollment
a. The System must support easy enrollment of new devices, ideally using phone number and/or
IMEI.
8. Web-Based Access
a. The System must be accessible via a secure web browser interface for administrative and legal
review.
Desired Additional Capabilities- ODNR is seeking to possibly add the following features
1. Ability to archive existing messages currently stored on devices, up to two years before the System’s
implementation.
2. Ability to transfer archived messages to a new device during replacement or upgrade.
Revised 2-4-2025
Request for Proposal
Deliverables: Offeror’s proposal must address all System requirements or provide a comparable solution for any
requirements not met. Offeror’s proposal shall include all costs associated with the System’s implementation,
deployment, maintenance, training, and support for the initial term of the agreement.
Program Requirements: The selected Offeror must submit a signed copy of Supplement A: State IT Policy,
Standard and Service Requirements, and Data Security and Privacy Terms to be awarded the project. Reference
copies of each document are included in the RFP information packet.
Term: Once awarded, the term of the Contract will be from the effective date stated in the Contract through June
30, 2026. The term of any further renewals will be by mutual agreement between the Contractor and the State.
The cumulative time of all mutual renewals may not exceed 48 months, and each renewal is subject to and
contingent upon the discretionary decision of the Ohio General Assembly to appropriate funds for this Contract in
each new biennium. The State may renew all or part of this Contract subject to the satisfactory performance of the
Contractor and the needs of the Agency.
Text Archiving Solution, meeting the requirements in the Scope of Work.
Delivery Location:
Scott Foor
Project Manager
Ohio Department of Natural Resources, Office of Information Technology
2045 Morse Rd. Bldg. I-2
Columbus, OH 43229
Evaluation: All Proposals must be submitted through Ohio Buys. Proposals received outside of Ohio Buys will not
be considered.
Evaluation Scoring:
The scale below (0-5) will be used to rate each proposal on the criteria listed in the Technical Proposal Evaluation
table.
DOES NOT MEET
0 POINTS
WEAK
1 POINT
WEAK TO MEETS
2 POINTS
MEETS
3 POINTS
MEETS TO
STRONG
4 POINTS
STRONG
5 POINTS
DNR will score the Proposals by multiplying the score received in each category by its assigned weight and adding
all categories together for the Offeror’s Total Technical Score in Table 3. Representative numerical values are
defined as follows:
DOES NOT MEET (0 pts.): Response does not comply substantially with requirements or is not provided.
WEAK (1 pt.): Response was poor related to meeting the objectives.
WEAK TO MEETS (2 pts.): Response indicates the objectives will not be completely met or at a level that
will be below average.
MEETS (3 pts.): Response generally meets the objectives (or expectations).
Revised 2-4-2025
Request for Proposal
MEETS TO STRONG (4 pts.): Response indicates the objectives will be exceeded.
STRONG (5 pts.): Response significantly exceeds objectives (or expectations) in ways that provide tangible
benefits or meets objectives (or expectations) and contains at least one enhancing feature that provides
significant benefits.
Evaluation Criteria:
Offeror’s Company Profile
1. Offeror’s proposal demonstrates the necessary capacity and expertise in providing Text
Archiving Services to comparable government entities for the purpose of public record
35
retention.
2. Offeror’s proposal provides at least 2 references that are relevant to the nature and scope
of ODNR's requested solution
25
Offeror's Proposed Solution
1. Offeror's Proposal demonstrates how offeror's platform will address each section listed
under system requirements
50
2. Offeror’s proposal demonstrates ability to ensure data integrity at all stages of offeror’s
proposed solution
30
3. Offeror’s proposal outlines a workflow that addresses the current records in ODNR’s
possession and future records that will become available once the program is in place.
30
4. Offeror's proposal establishes clear paths of communication for issue resolution and
program support.
15
5. Offeror’s web based portal provides reporting functionality as well as account
management functions for ODNR to manage client functions
15
6. Offeror's proposal demonstrates how platform and offeror will comply with all relevant
I.T. policies
10
Project Technical allowable points
Project cost allowable points
Total Allowable Points
1050
350
1400
Cost Proposal:
Deliverable
Cost
Text Archiving Service to include all costs associated with the System’s implementation,
$
deployment, maintenance, training, and support for the initial term of the agreement.
Revised 2-4-2025
Request for Proposal
Cost Proposal Points: to calculate the Offeror’s Cost Proposal points after the Offeror’s total technical points are
determined, the following method will be used:
Cost points = (lowest Offeror’s cost/Offeror’s cost) x Maximum Available Cost Points as indicated in the “Scoring
Breakdown” table. The value is provided in the Scoring Breakdown table. “Cost” = Total Not to Exceed Cost
identified in the Cost Summary section of Offeror Proposals. In this method, the lowest cost proposed will receive
the Maximum Available Cost Points.
The number of points assigned to the cost evaluation will be prorated, with the lowest accepted cost proposal
given the maximum available points possible for this criterion. Other acceptable cost proposals will be scored as the
ratio of the lowest price proposal to the proposal being scored, multiplied by the maximum available points
possible for this criterion.
An example for calculating cost points, where Maximum Available Cost Points Value = 60 points, is the scenario
where Offeror X has proposed a cost of $100.00. Offeror Y has proposed a cost of $110.00 and Offeror Z has
proposed a cost of $120.00. Offeror X, having the lowest cost, would get the maximum available 60 cost points.
Offeror Y’s cost points would be calculated as $100.00 (Offeror X’s cost) divided by $110.00 (Offeror Y’s cost)
equals 0.909 times 60 maximum points, or a total of 54.5 points. Offeror Z’s cost points would be calculated as
$100.00 (Offeror X’s cost) divided by $120.00 (Offeror Z’s cost) equals 0.833 times 60 maximum available points, or
a total of 50 points.
Preferences
The State will apply all preferences pursuant to Ohio Administrative Code 123:5-1-06.
Following the initial evaluation and scoring, all Proposals will be considered for preferences. Preferences will be
calculated at a rate of five percent (5%) for the first preference and two percent (2%) each for the second and third
preferences. The preferences shall be combined and applied as a total percentage of the original Proposal to
determine the score for evaluation purposes.
Preferences will only be applied if there is at least one Offeror that does not qualify for that particular preference.
For purposes of qualifying for a preference, an Offeror failing to complete the certification for each preference will
be deemed as not qualifying for that preference.
(a) For the Buy American preference, if any Offeror offers a product that is not a domestic source end product,
the State will add the applicable percentage of the total available points to the total score of each Offeror
offering a domestic source end product.
(b) For the Buy Ohio preference, if any Offeror is a Buy Ohio Offeror claiming the preference, the State will add
the applicable percentage of the total available points to each Buy Ohio Offeror’s total score.
(c) If claiming the preferences in (a) and (b) based on the product(s) offered, an Offeror is only eligible to receive
the preference if the cost of the product(s) offered exceeds 50% of the total offered cost for products and
services. A Buy Ohio Offeror is also eligible to receive the Buy Ohio preference based on its significant economic
presence in Ohio or a border state.
(d) For the Veteran-Friendly Business preference, the State will add the applicable percentage of the total
available points to any certified veteran-friendly business Offeror’s total score.
Revised 2-4-2025
Request for Proposal
Invoicing
Invoices Origin-DNR-XXX (A unique number will be provided with each invoice.)
All invoices must be submitted DIRECTLY to Ohio Shared Services (OSS).
There are three options available to submit invoices to OSS:
• EMAIL the invoice to: invoices@ohio.gov
• FAX the invoice to: 1-614-485-1039
• MAIL the invoice to: Ohio Shared Services, PO Box 182880, Columbus, Ohio 43218-2880
In order to process your invoice, please make sure all the required information listed below is on your invoice
before submitting it to OSS or they will be returned for not being a proper invoice.
1. Must include the Purchase Order (PO) number assigned. You may shorten it to the last five digits.
2. Supplier full name as it appears on your PO.
3. The Ship to and/or service facility name and full address
4. Unique invoice number
5. Date of service or date work was completed.
6. Complete itemization of services performed, materials or goods supplied and/or labor furnished.
7. Line charge(s). If parts are included, please break out the line charges with product and charges
separately.
8. No State of Ohio sales tax
9. Remit to address must match our records for payment
10. This PO is only valid for the goods and/or services received through June 30, 20XX.
11. Any goods/services received after June 30, 20XX will require a new PO.
All fields mentioned above are required to count as a correct invoice; failure to provide this information will result
in a returned invoice and delayed payment.
Contract Negotiations. Negotiations will be scheduled at the convenience of DNR. The selected Offeror(s) are
expected to negotiate in good faith.
General. Negotiations may be conducted with any Offeror who submits a competitive Proposal, but DAS 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.
Top-ranked Offeror. Should the evaluation process have resulted in a top-ranked Proposal, DNR 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, DNR may then go down the line of remaining Offerors, according to rank,
and negotiate with the next highest-ranking Offeror. Lower-ranking Offerors do not have a right to participate in
negotiations conducted in such a manner.
CONTRACT AWARD. DNR plans to award the Contract based on the schedule in the RFP, if DNR decides the
Project is in the best interests of the State and has not changed the award date.
Revised 2-4-2025
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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