Secure File Transfer - DRC260113-OSC

Location:	Ohio
Posted:	Feb 3, 2026
Due:	Feb 25, 2026
Agency:	State Government of Ohio
Type of Government:	State & Local
Category:	99 - Miscellaneous
Solicitation No:	SRC0000036592
Publication URL:	To access bid details, please log in.

Solicitation ID:	SRC0000036592
Solicitation Name:	Secure File Transfer - DRC260113-OSC
Original Begin Date:	2/3/2026 12:00:00 PM
Begin Date:	2/3/2026 12:00:00 PM
End Date:	2/25/2026 10:00:00 AM
Inquiry End Date:	2/18/2026 5:00:00 PM
Commodity:	Cloud-based data access and sharing 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

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

Solicitation ID

SRC0000036592

Solicitation Name

Secure File Transfer - DRC260113-OSC

RFx Type

Request For Proposal (RFP) (Double Envelope)

Lot #

Solicitation Status

Open for Bidding

Round #

MBE Set Aside

Begin Date

2/3/2026 12:00:00 PM (ET)

Amendment?

End Date

2/25/2026 10:00:00 AM (ET)

Inquiry End Date

2/18/2026 5:00:00 PM

Summary

ODRC goal is to centralize File Drop Service that enables internal and external users to efficiently upload, transfer, and access files while ensuring compliance with organizational security, data protection, and operational requirements. The vendor is specifically required to incorporate and implement a secure, user-friendly platform that allows internal staff and external partners to upload and exchange files safely.

Predecessor Contract

Process

Offerors will need to review the attached RFP documents, follow the instructions provided in the document, and submit all of 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 MATERIALS

OhioBuys 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.
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Ship To

Contracting Entity

DRC-Dept of Rehab & Corrections

1 Record(s)

0 Record(s)

Solicitation Documents

Keywords

Reset

Title	Type	Att.	Validity End Date	Validity End Date
OhioBuys Fact Sheet for Bidders/Suppliers	Public Solicitation Documents (Approved)	OhioBuys Fact Sheet for Bidders_Suppliers.pdf
Secure File Transfer RFP	Public Solicitation Documents (Approved)	Secure File Transfer RFP.pdf
Supplement A State IT Policy Standard and Service Requirements	Public Solicitation Documents (Approved)	Supplement A State IT Policy Standard and Service Requirements.pdf
Agency Release for Competitive Solicitation RTP Data Security Terms	Public Solicitation Documents (Approved)	Agency Release for Competitive Solicitation RTP Data Security Terms.pdf
A and D, EO 2019 and EO 2022	Public Solicitation Documents (Approved)	Affirmation and Disclosure Form.pdf Executive Order 2022-02D.pdf Executive Order 2019-12D.pdf

5 Record(s)

Attachment Preview

REQUEST FOR PROPOSAL

Sourcing Project:

SRC0000036592-DRC260113

The Ohio Department of Rehabilitation and Correction is

requesting proposals for:

ODRC Secure File Transfer

* 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.

This RFP invites proposals from highly qualified vendors to partner with the ODRC in a

modernization effort. The vendor is specifically required to incorporate and implement a

secure, user-friendly platform that allows internal staff and external partners to upload and

exchange files safely.

This solution will streamline file submission processes, provide centralized management,

enhance security through encryption and audit logging, and improve compliance with

organization data handling policies.

DRC identifies the following rationale for the project:

1. DRC’s mission has expanded, including staff reliance on technology for

workflows, documenting, and record retention.

2. The current database infrastructure is critically antiquated – End of life cycle.

3. Current DRC assets cannot sustain future growth.

4. The ability to modify current assets is critical to DRC’s sustainability and

appropriate use of public funding.

OBJECTIVES.

ODRC’s vision is to reduce crime in Ohio. ODRC’s mission is to reduce recidivism among

those they touch. In alignment with ODRC’s Vision and Mission, the goal of providing.

The selected vendor's solution must build upon this foundation and maintain the core

functionalities currently in use by agency staff, including but not limited to:

Functional Requirements

1. A modernized and sustainable File Drop Service that allows internal and

external users to upload, transfer, and retrieve files in a controlled and

compliant manner.

2. Ability for external users to upload files without needing an organizational

account.

Page | 2

3. Configurable file size limits

4. Secure link generation for uploading and downloading

5. Notifications to designated staff upon file submission

6. On-prem access

7. Ability to set expiration dates for links and files

8. Scan to upload

Security Requirements

1. Encrypted file transfer (TLS 1.2 or higher)

2. Encrypted storage at rest

3. Role-based access control (RBAC)

4. Multi-Factor Authentication to retrieve file (approved by Department of

Administrative Service)

5. HIPAA Complaint

6. SOC2 and FedRAM Standards

7. Cyber Insurance

Administrative Requirements

1. Centralized management console

2. User provisioning and access management

3. Support and maintenance options

4. Logging export capability

Other Specifications and Enhancements

1. Zero-Knowledge Encryption: Vendor cannot access file contents

2. Drag-and-drop Upload Interface for ease of use

3. Progress bars and time Estimates for large uploads

4. Multi-File/Folder Uploads in a single submission

Project Approach

This project will begin by confirming requirements with key stakeholders to ensure the File

Drop Service meets security and operational needs. Vendors will be evaluated based on

functionality, compliance, and cost before selecting the best-fit solution. Once selected, the

service will be configured, tested for performance and security, and adjusted as needed.

1. Assessment and Planning Phase (Initial Iteration)

The primary goal of this phase is to de-risk the project and establish a solid

foundation for development.

2. Objective: To implement a secure, user-friendly File Drop Service that

streamlines external file submissions while meeting all organizational security

and compliance requirements.

Page | 3

Proof of Concept

The Agency reserves the right to request a Proof of Concept (POC) from selected number

of Offerors whose proposals most closely align with the Agency's needs. Offerors may or

may not be invited to participate in the POC.

In the event an Offeror is invited to participate, they must agree that all work, activities,

materials, labor, and resources associated with the POC will be provided at no cost to the

ODRC.

ODRC will NOT issue any payments, reimbursements, or compensation of any kind related

to the POC.

Participation and successful completion of the POC, when requested, is considered a

mandatory requirement. Failure to participate in or complete the POC as instructed will

result in disqualification from further consideration.

The POC will be conducted after the solicitation has closed, Offerors who submit a bid can

be considered for a POC. The results of this process will be used to assess the Offeror's

capabilities, validate solution performance, and determine the Offeror's ability to meet the

requirements of this RFP.

The POC period will begin after the close of the Solicitation and upon written notice from

the Agency to the Offeror(s) selected to participate. Offerors should ensure adequate

resources and availability to complete all POC activities within this timeframe.

The primary goal of the PoC is to validate the vendor's proposed methodology and platform

against the DRC’s most critical requirements: to provide a secure, reliable and easy-to-use

File Drop Service that enables safe file submission and exchange while protecting sensitive

data and supporting organizational workflows.

1. PoC Objectives

1. Validate Security Controls: Confirm the service properly enforces encryption, access

controls, and audit logging in alignment with organizational security requirements.

2. Verify Core Functionality: Ensure the service reliably supports external file uploads,

large files transfers, notifications, and file management workflows.

3. Assess Usability and Performance: Evaluate ease of use for both internal and

external users, upload/download performance, and overall system stability under

normal operating conditions.

Page | 4

2. PoC Duration and Scope

Element

Specification

Rationale

Duration

10 Business Days

(After Implementation)

Adherence to the strict RFP timeline.

PoC

Cloud-hosted or remote

access sandbox provided by

the vendor.

To minimize DRC

evaluation phase.

burden

during

the

Test Case

1: Secure External

File Upload

Verify external users can

securely upload files without

interval accounts.

Tests the vendor can accept files from non-

authenticated users while maintaining

encryption, notification and auditability

required to protect organizational data

Test Case

2: Access Control

and Link Expiration

Ensure file access is properly

restricted and time-bound

Tests the vendor’s service that access

controls are enforced consistently and that

expired links cannot be misused.

Test Case

3: Audit Logging

and Visibility

Confirm audit logs capture all

file activity

Tests the vendor’s service ensures all files

activity is tracked, reviewable and

exportable to support oversight and

investigations

Test Case

4:Usability

Performance

and

Validate ease of use

acceptable performance

Test the vendor’s service evaluates whether

and

the service performs efficiently and is

intuitive for both internal staff and external

users, minimizing support burden and

adopting risk.

3. PoC Evaluation Matrix & Vendor Assessment

The following matrix assigns weight to each key requirement and provides specific criteria

for measuring success, with considerations tailored to each vendor's unique proposal.

Criterion

Security

Weight

High (30%)

Functionality High (30%)

Usability

Performance

& Medium (25%)

Administration Medium (15%)

Key Success Metric

Evaluation Scale (1-5)

Encryption,

access

controls, audit logging, 1 (Poor) to 5 (Excellent)

MFA.

External uploads, file size

support, notifications,

expiration

1 (Slow/Inaccurate)

(Seamless Execution)

Ease of use for internal

and external users; 1 (Fails Steps) to 5 (Seamless

Upload and download Execution)

reliability and speed

Management console,

reporting, configuration

1 (No Demo) to 5 (Ease of use)

Page | 5

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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Secure File Transfer - DRC260113-OSC

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