2027-003 RFP-Commissary Services for WVRJA and RC Sheriff (002).pdf

Project: 2027-003 Revised 08.2026 RFP for Commissary Services

ROANOKE COUNTY

FINANCE & MANAGEMENT SERVICES DEPARTMENT

PURCHASING DIVISION

On behalf of Choose an item.

REQUEST FOR PROPOSALS

Non Professional Services

RFP # 2027-003

Commissary Services for the Western Virginia Regional Jail and Roanoke

County/Salem Jail

OPENING DATE: October 28, 2026

OPENING TIME: 2:00 P.M.

The Request for Proposal and related documents may be obtained during normal business hours from the Purchasing Division, at the Roanoke County Administration Building, 5204 Bernard Drive SW, Suite 300F, Roanoke, VA 24018. This document may be viewed and/or downloaded from eVA at the following website:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyna me=County%20of%20Roanoke. If you have any problems accessing the documents, you may contact Purchasing at (540) 772-2061.

A mandatory pre-proposal conference will be held at 10:00 AM on October 15, 2026 in the 3rd Floor Training Center - Roanoke County Administration Building 5204 Bernard Drive SW Roanoke VA 24018.

THIS PUBLIC BODY DOES NOT DISCRIMINATE

AGAINST FAITH-BASED ORGANIZATIONS

DATE of RFP: October 8, 2026 https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke

REQUEST FOR PROPOSAL (RFP) SIGNATURE PAGE

RFP No. 2027-003 Issue Date: October 8, 2026 Title: Commissary Services for the Western Virginia Regional Jail and Roanoke County/Salem

Jail Issued By: County of Roanoke Purchasing Division, on behalf of Choose an item.

Roanoke County Administration Building 5204 Bernard Drive, SW, Suite 300-F Roanoke, VA 24018-0798 Phone (540) 772-2061 Email: drago@roanokecountyva.gov

Sealed proposals must be received via in-person delivery, mail, or electronic submission through eVA, on or before 2:00 P.M., October 28, 2026.

If proposals are hand delivered or mailed, send directly to the Purchasing Division at the address listed above. To submit an online proposal through eVA, refer to the online bidding instructions available at the following link: https://www.youtube.com/watch?v=KSxcAkOekW0.

Further instructions to Offerors are outlined in Sections 3 and 4 of this RFP.

All questions must be submitted in writing before 5:00 p.m., October 20, 2026. If necessary, an addendum will be issued and posted to eVA at the following website:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County% 20of%20Roanoke.

THIS PUBLIC BODY DOES NOT DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS.

The County reserves the right to cancel this RFP and/or reject any or all proposals and to waive any informalities in any proposal.

This section is to be completed by the Offeror and this page must be returned with the proposal. In compliance with this request for proposal and subject to all terms and conditions imposed herein, which are hereby incorporated herein by reference, the undersigned offers and agrees to furnish the services and/or items requested in this solicitation if the undersigned is selected as the successful Offeror.

Unless the proposal is withdrawn, the Offeror agrees that any prices or terms for such proposal shall remain valid for sixty (60) days after opening. Notices of proposal withdrawal must be submitted in writing to the Purchasing Division.

Legal Name and Address of Firm:

__________________________________ Date:___________________________________

__________________________________ By:_____________________________________

__________________________________ Name:__________________________________ (Please Print) _______________________ Zip: _______ Title:____________________________________

Phone: ____________________________ FAX:___________________________________

Email: _____________________________ Business License# _____________________________

Virginia State Corporation Commission Identification Number: _______________________________ https://www.youtube.com/watch?v=KSxcAkOekW0 https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke

TABLE OF CONTENTS

REQUEST FOR PROPOSAL NO. 2027-003

Commissary Services for the Western Virginia Regional Jail and Roanoke

Contents

INTRODUCTION

SECTION 1. PURPOSE

SECTION 2. BACKGROUND

SECTION 3. PROPOSAL SUBMISSION INSTRUCTIONS

SECTION 4. GENERAL INSTRUCTIONS TO OFFERORS

SECTION 5. MISCELLANEOUS

SECTION 6. PROTESTS

SECTION 7. SERVICES AND/OR ITEMS REQUIRED

SECTION 8. EVALUATION CRITERIA

SECTION 9. SELECTION PROCESS

SECTION 10. COOPERATIVE PROCUREMENT

SECTION 11. INFORMATION ON CONTRACT TO BE AWARDED

ATTACHMENT A: SAMPLE CONTRACT

EXHIBIT 1: SAMPLE CONTRACTOR'S INSURANCE AND BOND REQUIREMENTS .. 34

EXHIBIT 2: SCOPE OF WORK/FEE SCHEDULE

ATTACHMENT C: CONSENT TO CONDUCT TRANSACTION BY ELECTRONIC MEANS

ATTACHMENT D: PROPOSAL RESPONSE AND CHECKLIST

COUNTY OF ROANOKE, VIRGINIA

REQUEST FOR PROPOSAL

FOR

Commissary Services for the Western Virginia Regional Jail and Roanoke

RFP NUMBER 2027-003

INTRODUCTION

The County of Roanoke, Virginia, on behalf of Western Virginia Regional Jail Authority (WVRJA) and Roanoke County/Salem Jail, is seeking proposals from qualified Offerors which would be able to provide Commissary Services for the inmates of the Western Virginia Regional Jail and Roanoke County/Salem Jail. The proposed service must meet the 4th Edition ALDF American Correctional Association (ACA) Standards and applicable addendums, National Commission on Correctional Healthcare (NCCHC) standards, and The Virginia Department of Corrections (DOC) minimum standards for jails and lockups. The instructions, scope of work and specifications for proposals are included in this package for your consideration. It is the intent to award a one-year contract that is renewable for an additional four (4) year period with yearly reviews. The Offeror should propose a program where the successful bidder would provide daily Commissary Services

This document may be viewed and/or downloaded from eVA at the following website:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County %20of%20Roanoke.

If you have any problems accessing the documents, you may contact Purchasing at (540) 772-2061 or drago@roanokecountyva.gov.

Proposals must be received by hand delivery, mail, or electronic submission through eVA, at or before 2:00 p.m., local time on October 28, 2026.

If submitting electronically via eVA, Offeror should refer to the instructions available at the following link: https://www.youtube.com/watch?v=KSxcAkOekW0. In order to submit a proposal through eVA the Offeror must be a registered vendor in eVA.

If Offeror encounters any issues submitting an online proposal through eVA, Offeror shall contact eVA Customer Care for assistance.

If hand delivering or mailing a sealed proposal response, the proposal package must be received by the County of Roanoke Purchasing Division, at the Roanoke County Administration Building, 5204 Bernard Drive, Suite 300F, Roanoke, VA 24018, at or before the stated RFP due date and time.

Faxed or e-mailed proposals are not acceptable.

Further instructions for submission are outlined in Sections 3 and 4 of this RFP.

The County of Roanoke, Virginia, and its officers, employees or agents will not be responsible for the opening of a proposal envelope or package prior to the scheduled opening if that envelope or package is not appropriately sealed and marked as specified.

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke mailto:_______________@roanokecountyva.gov

The County of Roanoke, Virginia reserves the right to cancel this RFP and/or reject any or all proposals, to waive informalities in any proposal, to award any whole or part of a proposal, and to award to the Offeror whose proposal is determined to be in the best interest of the Owner.

Project evaluation and award will be accomplished in accordance with this RFP and Section 10.9 of the County of Roanoke Procurement Policy & Procedures Manual. If an award of a contract is made, notification of such award will be posted for public review on eVA:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County %20of%20Roanoke or you may contact Purchasing directly at (540) 772-2061 to request a copy of the award notification.

Unless the proposal is withdrawn, the Offeror agrees that any prices or terms for such proposal shall remain valid for sixty (60) days after opening. Notices of proposal withdrawal must be submitted in writing to the Purchasing Manager.

Inquiries regarding this RFP should be directed to Dawn M. Rago, at (540) 283-8150 or via email at drago@roanokecountyva.gov. Inquiries for information regarding procurement procedures and/or proposal submission shall be directed to the Roanoke County Purchasing Division.

Each Offeror is solely responsible for ensuring that such Offeror has the current, complete version of the RFP documents, including any addenda, before submitting a proposal. The County is not responsible for any RFP obtained from any source other than the County.

Contact Purchasing by phone at (540) 772-2061, or by email at drago@roanokecountyva.gov.

Respectfully, Dawn M. Rago Senior Buyer

Date: October 8, 2026 https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke mailto:____________@roanokecountyva.gov mailto:____________@roanokecountyva.gov

County of Roanoke, Virginia Request for Proposal No. 2027-003

Commissary Services for the Western Virginia Regional Jail and Roanoke County/Salem Jail

SECTION 1. PURPOSE.

The purpose of this Request for Proposal (RFP) is the procurement of Commissary Services for the inmates of the Western Virginia Regional Jail and Roanoke County/Salem Jail. Final scope of services will be negotiated with the successful Offeror.

Contract shall be the property of Roanoke County and the Western Virginia Regional Jail Authority and cannot be assigned, sold, or transferred without prior approval of the Roanoke County Purchasing Division and the Western Virginia Regional Jail Authority and Roanoke County/Salem Jail who reserves the right to cancel the contract if the contract or company is sold.

SECTION 2. BACKGROUND.

The Western Virginia Regional Jail is located at 5885 West River Road, Salem, VA 24153 and Roanoke County/Salem Jail is located at 401 E. Main St, Salem, VA 24153. The facility has a rated capacity of 605, but a total of 1024 beds are available. At present, WVRJ is averaging an ADP of 610 and ADP of RC is 80.

Commissary services are to be provided from the vendor’s offsite warehouse. Inmates may purchase goods from the commissary at least once per week. All sales are made via housing unit commissary kiosks and the inmate telephone ordering system. Goods will be packaged and delivered back to the WVRJ and Roanoke County/Salem Jail and orders must be delivered in a company owned truck.

It is the goal of the Western Virginia Regional Jail and Roanoke County/Salem Jail to contract these services out to a private firm. For the right to provide these services, the firm would pay the Western Virginia Regional Jail and Roanoke County/Salem Jail an agreed upon percentage of commission.

SECTION 3. PROPOSAL SUBMISSION INSTRUCTIONS.

A. Proposals must be submitted in accordance with the instructions and requirements contained in this RFP, including the Introduction. Failure to do so may result in the proposal being considered non-responsive and it may be rejected. An Offeror must promptly notify the Purchasing Division of any ambiguity, inconsistency, or error which may be discovered upon examination of the RFP. An Offeror requiring clarification or interpretation of this RFP should contact Dawn M. Rago at (540) 283-8150.

B. Proposals must be received by hand delivery, mail, or electronic submission through eVA, at or before 2:00 p.m., local time on October 28, 2026. Proposals appropriately received will be opened at this time. Proposals received after 2:00 p.m. will not be accepted or considered.

C. If submitting electronically via eVA, Offeror should refer to the instructions available at the following link: https://www.youtube.com/watch?v=KSxcAkOekW0. In order to submit a proposal through eVA the Offeror must be a registered vendor in eVA. If Offeror encounters any issues submitting an online proposal through eVA, Offeror shall contact eVA Customer Care for assistance. The time of receipt for proposals submitted electronically through eVA shall be determined by the time clock included in the eVA submittal system. The electronic proposal submission shall contain a second copy of the proposal redacted to remove all confidential and proprietary material.

D. If hand delivering or mailing a sealed proposal response, the proposal package must be received by the County of Roanoke Purchasing Division, at the Roanoke County Administration Building, 5204 Bernard Drive, Suite 300F, Roanoke, VA 24018, at or before the stated RFP due date and time. The time of receipt shall be determined by the time clock stamp in the Purchasing Office or if it is not working, such time shall be determined by the Purchasing official who is to open the proposals.

Each proposal, one (1) original, marked as such and six (6) copies, marked as such, must be appropriately signed by an authorized representative of the Offeror, and must be submitted in a sealed envelope or package. A removable media storage device containing two (2) digital copies of the proposal, one as submitted, and one redacted to remove all confidential and proprietary material, should be included in the proposal packet. The notation “Commissary Services for the inmates of the Western Virginia Regional Jail and Roanoke County/Salem Jail”, RFP No. 2027-003 , Offeror’s Name, and the specified opening time and date should be clearly marked on the front of that sealed envelope or package. If the Roanoke County Administration Building is closed for business at the time scheduled for the proposal opening, the sealed proposal will be accepted and opened on the next business day of the County, at the originally scheduled hour.

E. Faxed or e-mailed proposals are not acceptable.

SECTION 4. GENERAL INSTRUCTIONS TO OFFERORS.

A. Until such time that an award is published, direct contact with any County or Owner employee without the express permission of the Purchasing Division Director or designated representative, on the subject of this proposal, is strictly forbidden. Violation of this Instruction may result in disqualification of Offeror’s proposal.

Unless participating in a pending solicitation, prospective vendors may visit County or Owner departments without advance approval of the Office of the Purchasing Division to make sales calls, drop off literature, or conduct demonstrations. Advance appointments must be confirmed with the Director or their designee for the department to be visited.

Vendors are restricted from contact with departments during active solicitations for the particular goods or services offered by vendors.

During an active solicitation all communications (email, phone, text, letter) must be conducted through the Office of the Purchasing Division. Purchasing staff will coordinate responses to any inquiries, as necessary. If any vendor involved in a pending solicitation or bid violates this communication protocol, any submittals from the vendor may be rejected at the discretion of the Purchasing Division.

B. Prospective Offerors, sometimes referred to as providers, operators, contractors, consultants, or vendors, are to address the criteria below at a minimum as part of their submitted proposal. Each proposal should include a transmittal letter and management overview of the proposal. Proposals are to include and may be evaluated on the following factors, together with such other factors as will protect and preserve the interests of the Owner, which may also be considered.

1. Organizational structure of firm and qualifications of management personnel.

Prospective Offerors should submit at a minimum the length of time in the business, corporate experience, strengths in the industry, business philosophy, and a description of the organizational structure of the firm; a description of the organizational structure for the management and operation of the services requested and/or provision of the items referred to in this RFP, including an organizational chart denoting all positions and the number of personnel in each position. (See Attachment D)

2. Financial condition of the firm and ability to perform all obligations of any resultant contract.

The sufficiency of the financial resources and the ability of the Offeror to comply with the duties and responsibilities described in this RFP. Each Offeror shall provide a current annual financial report and the previous year’s report and a statement regarding any recent or foreseeable mergers or acquisitions. Financial statements may be marked as “confidential” in accordance with the requirements set out in Section 5(A) of this RFP. (See Attachment D)

3. Experience in providing the services and/or items requested by this RFP. (See Attachment D)

4. References: each Offeror should provide the names, addresses, and telephone numbers of at least three (3) references in connection with supplying the services or items requested in this RFP, especially from other local government operations similar to those being requested in this RFP by the Owner. Each reference should include organizational name, official address, contact person, title of contact, and phone number. (See Attachment D)

5. The conditions, if any, of the proposal or exceptions to the sample contract. (See Attachment D)

6. Conflict of Interest: each Offeror is to state whether or not any of Offeror’s owners, officers, employees, or agents, or their immediate family members, is currently, or has been in the past year, an employee of the County or Owner, or has any responsibility or authority with the County or Owner that might affect the procurement transaction or any claim resulting therefrom. If so, please state the complete name and address of each such person and their connection to the County or Owner. Each Offeror is advised that the Ethics in Public Contracting and Conflict of Interests Act of the Virginia Code, as set forth in Section 4 of this RFP, apply to this RFP. (See Attachment D)

7. Each Offeror is required to disclose if it has ever been debarred, fined, had a contract terminated, or found not to be a responsible bidder or Offeror by any federal, state, or local government, and/or private entity. If so, please give the details of each such matter and include this information with the proposal response.

8. The ability, capacity, and skill of the Offeror to provide the services and/or items described in this RFP and in a prompt and timely manner without delay or interference.

9. The character, integrity, reputation, judgment, experience, efficiency and effectiveness of the Offeror.

10. The quality and timeliness of performance of previous contracts or services of the nature described in this RFP.

11. Compliance by the Offeror with laws and ordinances regarding prior contracts, purchases, or services. (See Attachment D)

12. Price: Prospective Offerors must submit the price such Offeror proposes to charge the Owner for providing the required services and/or items, including all fees and costs and how they are calculated. (See Attachment D)

C. Also include any other materials you may want to submit as part of your proposal response.

D. Responses to this RFP must be in the prescribed format (Attachment D – Proposal Response and Checklist).

E. Offeror shall provide one redacted copy of its proposal fit for public dissemination in the event the Owner must respond to a Freedom of Information Act request. Reference Section 3 above for instructions specific to the mode of submission. Offeror shall not mark its entire proposal as confidential and/or redact the entire proposal; doing so may result in the disqualification of Offeror’s proposal.

F. The Owner may request additional information, clarification, or presentations from any of the Offerors after review of the proposals received.

G. The Owner has the right to use any or all ideas presented in reply to this RFP, subject only to the limitations regarding proprietary/confidential data of Offeror.

H. The Owner is not liable for any costs incurred by any Offeror in connection with this RFP or any response by any Offeror to this RFP. The expenses incurred by Offeror in the preparation, submission, and presentation of the proposal are the sole responsibility of the Offeror and may not be charged to the Owner.

I. Only the County or Owner will make news releases pertaining to this RFP or the proposed award of a Contract.

J. Each Offeror who is a stock or nonstock corporation, limited liability company, business trust, or a limited partnership or other business entity shall be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if required by law. Each such Offeror shall include in its proposal response the Identification Number issued to it by the Virginia State Corporation Commission (SCC) and should list its business entity name as it is listed with the SCC. Any Offeror that is not required to be authorized to transact business in the

Commonwealth as a domestic or foreign business entity as required by law shall include in its proposal response a statement describing why the Offeror is not required to be so authorized.

(See Va. Code Section 2.2-4311.2).

SECTION 5. MISCELLANEOUS.

A. Ownership of Material - Ownership of all data, materials, and documentation originated and prepared for the County pursuant to the RFP shall belong exclusively to the County and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by the Offeror shall not be subject to public disclosure under the Freedom of Information Act, unless otherwise required by law. However, the Offeror must invoke the protection of Section 2.2-4342(F) of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must SPECIFICALLY identify the data or materials to be protected and state the reason why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary, or trade secrets, is NOT ACCEPTABLE and may result in REJECTION of the proposal.

B. As this is a RFP, no information regarding the proposal records or the contents of responses will be released except in accordance with Section 2.2-4342 of the Code of Virginia. Once an award has been made, all proposals will be open to public inspection subject to the provisions set forth above.

C. IMPORTANT NOTICE - ADDENDUMS AND NOTICES OF AWARD

Any interpretation, correction, or change of the RFP will be made by an addendum. The County Purchasing Division or its designee will issue Addenda that will be posted to eVA and be available for review and/or download at the following website:

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname= County%20of%20Roanoke.

Prospective Offerors are encouraged to visit the eVA website often to obtain addenda if they are not signed up to receive automatic notifications from eVA. The County does not provide direct notification of changes to the original solicitation documents. The County assumes no responsibility or liability for informing recipients of downloaded documents or changes to original documents. It is the sole responsibility of those bidders/offerors to ensure they have copies of any addenda.

The official solicitation documents, addenda and project information are those posted on the eVA website. The County is not responsible for 3rd party postings of our solicitations or information about our solicitations.

Interpretations, corrections or changes of this RFP made in any other manner will not be binding and Offerors must not rely upon such interpretations, corrections, or changes.

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=County%20of%20Roanoke

D. No Offeror shall confer on any public employee having official responsibility for a purchasing transaction any payment, loan, subscription, advance, deposit or money, service, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged.

E. The County and Owner may make investigations to determine the ability of the Offeror to perform or supply the services and/or items as described in this RFP. The County and Owner reserve the right to reject any proposal if the Offeror fails to satisfy the County and Owner that it is qualified to carry out the obligations of the proposed contract.

F. The successful Offeror must comply with the nondiscrimination provisions of Virginia Code Section 2.2-4311, which are incorporated herein by reference.

G. The successful Offeror must comply with the drug-free workplace provisions of Virginia Code Section 2.2-4312, which are incorporated herein by reference.

H. It is the policy of the County of Roanoke to maximize participation whenever possible by minority and women owned business enterprises in all aspects of County contracting opportunities.

I. The successful Offeror shall comply with all applicable County, State, and Federal laws, codes, provisions, and regulations. The successful Offeror shall not during the performance of any resultant contract knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

J. Providers of any outside services shall be subject to the same conditions and requirements as the successful Offeror in regards to law, code, or regulation compliance. The Owner reserves the right of approval for any subcontract work, including costs thereof.

K. Ethics in Public Contracting. The provisions, requirements, and prohibitions as contained in Sections 2.2-4367 through 2.2-4377, of the Virginia Code, pertaining to bidders, offerors, contractors, and subcontractors are applicable to this RFP.

L. Conflict of Interests Act. The provisions, requirements, and prohibitions as contained in Sections 2.2-3100, et seq., of the Virginia Code are applicable to this RFP.

M. The procurement provisions of the Virginia Public Procurement Act as well as the Roanoke County Procurement Manual, apply to this RFP, unless specifically modified herein. The County’s Procurement Manual can be reviewed on the County’s electronic procurement website.

N. Insurance Requirements:

Successful Offeror, and any of its subcontractors, shall, at its sole expense, obtain and maintain during the life of the resulting Contract the insurance policies and/or bonds required.

Any required insurance policies and/or bonds shall be effective prior to the beginning of any work or other performance by successful Offeror, or any of its subcontractors, under any resultant Contract. The policies and coverages required are those as may be referred to in the sample contract and/or the terms and conditions attached to this RFP. All such insurance shall be primary and noncontributory to any insurance or self-insurance the Owner may have.

SECTION 6. PROTESTS.

Any Offeror who wishes to protest or object to any award, decision to award, determination of non-responsibility, or debarment pursuant to this RFP may do so in accordance with the provisions of Sections 2.2-4357, 2.2-4358, 2.2-4359, 2.2-4360, and 2.2-4363 of the Code of Virginia. Such protest must be in writing, signed by a representative of the entity making the protest, contain the information required by the applicable Code sections, and be delivered to the County Purchasing Division Director within ten (10) days after the award, announcement of the decision to award, or decision of non-responsibility or debarment, whichever occurs first. Contractual disputes are governed by Section 25 of the Sample Contract (Attachment A).

SECTION 7. SERVICES AND/OR ITEMS REQUIRED.

The following are the services and/or items that the successful Offeror will be required to provide to the County, and should be addressed in each Offeror’s proposal.

Offeror shall provide all effort and materials necessary to provide commissary services to the inmates incarcerated in the Western Virginia Regional Jail and Roanoke

County/Salem Jail. Said services shall be provided to the inmates at least twice weekly.

Performance of said services require Offeror to be responsible for the operation of the inmate canteen. Offeror shall establish proper operational procedures to ensure efficient, effective and accountable operation of the canteen. Offeror shall strictly adhere to the

Western Virginia Regional Jail rules and the Roanoke County/Salem Jail rules, regulations and guidelines.

PRICING

All prices in Contractor's proposal (hereinafter referred to as "base prices”) shall, except by mutual consent of the parties, remain unchanged during the first year of the contract term. Commencing with the first anniversary date of the contract, the prices may be increased to reflect current market prices. However, the Western Virginia Regional Jail and

Roanoke County/Salem Jail reserve the right of final approval of any price increase for any item. Prices for the contract items may not be higher than a comparable item offered for retail sale in the local area. Selection and variety may be adjusted as mutually agreed upon by the parties.

INVENTORY

Offeror shall stock the commissary with a large selection of items and quality products.

The facility shall approve all items carried in stock. For Offeror's reference, an order form listing the items stocked in the canteen is included herein as Exhibit A.

Offeror shall maintain ample stock of goods to assure successful operation of canteen.

We require every order to be filled. No shortages, no substitutions.

Purchase and payment for inventory shall be the sole responsibility of Offeror.

COMMISSARY OPERATIONS

All sales of goods shall be generated from the housing unit commissary kiosks and inmate telephone system. Posted menus shall show items available and their current prices.

Menus shall be posted on the inmate tablet systems

Inmates shall enter the requested items into the facility’s housing unit tablets and/or inmate telephone system. Vendor's technology will be required to interface with the Roanoke

County / Salem Jail and WVRJ’s telephone and Jail management system service providers.

The system will inform the inmate of their account balance available for commissary purchases, and the accounting program will update the inmate’s account during the transaction, real time.

After all the inmate orders have been processed, they will be downloaded to the contractor’s off-site warehouse facility.

Contractor will then be responsible to package inmate orders in heat sealed, clear plastic bags and sorted according to cell block or pod arrangement. Orders are then delivered, in a company owned truck, to WVRJ and Roanoke/Salem for distribution.

WELFARE ITEMS

The Offeror shall issue to the indigent inmates who have less than $1.00 and have had no receipts to their account for more than 14 days a welfare kit package. The package shall consist of items deemed necessary for the welfare of the inmates by the facility. Welfare may be distributed at Facility’s discretion, and will consist of the following:

Flex Pen (1)

Writing Pad 5x8 (1)

Max Sec Antiperspirant 2.5 oz. (1)

Shampoo 4 oz. (1)

Toothpaste 0.85 oz. (1)

Security Toothbrush (1)

Unstamped Envelope #10 (20)

FACILITY'S OFFICE RESPONSIBILITIES

Provide access to the Facility’s computer/inmate telephone system, which includes terminals and access to inmate's accounts, allows deducting the costs of commissary purchases from such accounts.

Enter in all inmate data, download orders to contractor's off-site warehouse. Vendor staff will distribute all packages to inmates.

OFFEROR'S RESPONSIBILITIES

Purchase stock and sell all items listed on the menu.

Offeror will deliver commissary orders to the facility in a company owned truck and deliver commissary to the inmates.

Offeror must support our inmate accounting program, Lockdown Resident Banking

Software. The computer system should display the inmate's balance of funds available for commissary purchases and the accounting program will update the inmate's account in the computer system.

Offeror must have five years' experience supporting the Lockdown Inmate Accounting

Program.

Offeror must secure and pay all federal, states taxes and local licenses, permits and f e e s required for the delivery of commissary services. Such taxes and licenses shall be secured and paid for by the Contractor during the entire contract term.

Offeror must provide to the WVRJ and Roanoke/Salem Finance Manager monthly reports on gross sales, line item sales amounts, and number of welfare transactions.

Offeror must keep full and accurate accounts of sales and other records related to the commissary services covered by this Agreement. All such records shall be retained by the

Contractor for a period of three (3) years and may be audited by the facility at any time, during regular working hours .

The Offeror must provide compatible interfacing with the current provider for inmate commissary ordering via the inmate tablets already in place at either facility.

Offeror will provide the capability for inmate commissary ordering via inmate telephones provided by contracted communications vendor (both facilities) to act as a backup.

Offeror will provide staff to pass out commissary to inmate population. Staff will undergo background examination and must be granted security clearance.

Offeror must have a minimum of five years' experience with inmate telephone ordering technology and two years’ experience integrating with the jail’s management system.

A back up plan must be provided in which Western Virginia Regional Jail and the Roanoke

/ Salem Jail is serviced f r o m another warehouse located within the State of Virginia.

Offeror’s Inmate accounting software will be able to receive batch file processes from the facility's existing jail management program in order to facilitate a commissary record system for all inmate commissary sales.

Attend meetings with Facility's staff when requested and meet at least once every three-

(3) months with the Facility's liaison to review operations.

All contractor employees are required to have passed drug-testing procedures and will have background checks done by the facility if necessary.

PROPOSAL REQUIREMENTS

All proposals are required to address the following in detail. To neglect any of the following requirements may result in your proposal to be disqualified.

General history and description of the Offeror’s firm.

Description of packing and boxing of inmate orders. Description of quality controls and procedures that enables company to fill all inmate orders completely and accurately.

Description of inventory control methods and standards.

Description of the commissary kiosks and inmate telephone/commissary-ordering program as mentioned above.

A sample menu of commissary items proposed by the Offeror to the inmates. Sample menu must show prices including sales tax.

Include at least five (5) references for provision of commissary services in detention facilities that use the Windows based OSI inmate accounting program and the seamless integration of inmate telephone ordering technology. Offeror shall include a listing of these references indicating facility location, name and telephone number of contacts.

References shall reflect current contracts.

Offeror must supply three references of facilities where their Resident Banking Software is currently being utilized.

Offeror must supply three references in which they are providing commissary services to correctional facilities with populations of 600 or more inmates.

Any additional information about Offeror's firm or any other part of the submittal which would assist in evaluating the proposal.

Proposed percentage of weekly sales that will be retained by the Facility as a commission.

Profile and address of the local Virginia management team that will oversee the operations and their experience with the WVRJ's and Roanoke/Salem accounting program.

A description of any business your company has lost in the past five years due to contract cancellations. Please explain.

In the past three years, has your company been investigated by the Federal, State or local authorities? Please explain.

Please list and explain any and all litigation between your company and any vender, client or employee during the last three years.

SECTION 8. EVALUATION CRITERIA.

Offerors will be evaluated for selection on the basis of those most qualified to meet the requirements of this RFP. The County does not use a numerical or weighted scoring system when evaluating selection criteria. Major criteria to be considered in the evaluation may include, but shall not necessarily be limited to, the items referred to above and those set forth below:

A. The background, education and experience of the Offeror in providing similar services or items elsewhere, including the level of experience in working with a Jail and the quality of services performed or items supplied.

B. Reasonableness/competitiveness of proposed fee and/or benefits to the Owner, although the Owner is not bound to select the Offeror who proposes the lowest fees or most benefits for services. The County and Owner reserve the right to negotiate fees and/or benefits to the Owner with the selected Offeror(s).

C. The Offeror's responsiveness and compliance with the RFP requirements and conditions.

D. Determination that the selected Offeror has no contractual relationships which would result in a conflict of interest with the Owner’s contract.

E. The Offeror’s ability, capacity and skill to fully and satisfactorily provide the services and/or items required in this RFP.

F. The quality of Offeror’s performance in comparable and/or similar projects.

G. Whether the Offeror can provide the services and/or deliver the items in a prompt and timely fashion.

H. Offeror’s willingness to accept the sample contract (Attachment A).

SECTION 9. SELECTION PROCESS.

A. Pursuant to Section 2.2-4302.2 (A)(4) of the Code of Virginia, selection of the Offeror will be as follows:

1. The Owner’s designee shall engage in individual discussions with two or more Offerors, if there be that many deemed fully qualified, responsible and suitable on the basis of initial responses with emphasis on professional competence to provide the required services. Repetitive informal interviews shall be permissible. Such Offerors shall be encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to the proposed projects as well as alternative concepts. These discussions may encompass nonbinding estimates of total project costs including, where appropriate, design, construction, life cycle cost, nonbinding estimates of price for services, and other matters. Methods to be utilized in arriving at a price for services may also be discussed. Properly designated proprietary information from competing Offerors shall not be disclosed to the public or competitors, except as may be required by law.

2. At the conclusion of discussions, outlined in the paragraph above, on the basis of evaluation factors published in the RFP and all information developed in the selection process to this point, the two (2) or more Offerors whose professional qualifications and proposed services are deemed most meritorious shall be ranked in order of preference.

3. Negotiations shall then be conducted, beginning with the Offeror ranked first. If a contract satisfactory and advantageous to the Owner can be negotiated at a price considered fair and reasonable, the award shall be made to that Offeror. Otherwise, negotiations with the Offeror ranked first shall be formally terminated and negotiations conducted with the Offeror ranked second, and so on until such a contract can be negotiated at a fair and reasonable price.

4. Should the Owner determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror.

B. All proposals submitted in response to this RFP will be reviewed by the Purchasing Division or its designee for responsiveness prior to referral to a selection committee or person. A committee consisting of Owner personnel and/or others and/or an appropriate individual will then evaluate all responsive proposals, conduct the negotiations, and make recommendations to the Owner as appropriate. The award of a contract, if made, will be made to the Offeror whose proposal best furthers the interest of the Owner. The County reserves the right to reject any and all proposals, to waive any informality or irregularity in the proposals received, and to make the award to the Offeror whose proposal is deemed to be in the best interest of the Owner.

C. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the selection committee or person. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. Oral presentations are strictly at the option of the Owner and may or may not be conducted.

D. The Owner reserves the right to make multiple awards as a result of this solicitation.

SECTION 10. COOPERATIVE PROCUREMENT.

The procurement of goods and/or services provided for in this Contract is being conducted pursuant to Virginia Code Section 2.2-4304 and on behalf of other public bodies in Virginia. Unless specifically prohibited by the Awarded Offeror, any resultant contract may be used by other public bodies in Virginia as allowed by Section 2.2-4304. The Awarded Offeror shall deal directly with each public agency or body seeking to obtain any goods and/or services pursuant to this Contract or from this procurement and in accordance with Virginia Code Section 2.2-4304. The Owner shall not be responsible or liable for any costs, expenses, or any other matters of any type to either the Contractor or the public agency or body seeking to obtain any goods and/or services pursuant to this cooperative procurement provision.

SECTION 11. INFORMATION ON CONTRACT TO BE AWARDED.

The Sample Contract marked as Attachment A to RFP # 2027-003 contains terms and conditions that the Owner will include in any contract that may be awarded, but such terms and conditions may be changed, added to, deleted, or modified as may be agreed to between the Owner and the Offeror during negotiations. However, if an Offeror has any objections to any of the terms or conditions set forth in the Sample Contract or any changes or additions thereto that the Offeror wants to discuss during negotiations, the Offeror should set forth such objections, changes, or additions in such Offeror’s proposal submitted in response to this RFP. Otherwise, submission of a proposal by an Offeror will obligate such Offeror, if it is the successful Offeror, to enter into a contract containing the same or substantially similar terms and conditions as contained in such Sample Contract. Other terms and conditions, if necessary, will be negotiated with the successful Offeror.

Please be advised that Roanoke County will not accept the following terms in any Contract that results from this solicitation:

A. is in conflict with Virginia law;

B. makes the contract subject to, governed by, or interpreted under the laws of a state or country other than the Commonwealth of Virginia;

C. requires or permits any litigation arising from the public contract to be conducted in a court other than the Roanoke County General District Court or the Roanoke County Circuit Court;

D. requires other dispute resolution proceeding arising from the public contract to be conducted outside of the Commonwealth of Virginia;

E. limits the liability of the Contractor for actual damages to County property or for personal injury; or

F. requires the County to indemnify or hold harmless the Contractor for the Contractor’s (or Contractor’s subcontractors’ or agents’) negligent actions or inactions.”

END

RFP No. 2027-003

ATTACHMENT A: SAMPLE CONTRACT

COUNTY OF ROANOKE, VIRGINIA

SAMPLE

CONTRACT BETWEEN THE ROANOKE COUNTY BOARD OF SUPERVISORS AND

FOR COMMISSARY SERVICES FOR THE WESTERN VIRGINIA REGIONAL JAIL

AND ROANOKE COUNTY/SALEM JAIL

This Contract # 2027-003 is dated , between the Roanoke County Board of Supervisors, hereinafter referred to as “Owner”, and legal name/address of contractor, hereinafter referred to as the “Contractor,” Choose an item. .

WITNESSETH:

WHEREAS, Contractor has been awarded this nonexclusive Contract by the Roanoke County Board of Supervisors for furnishing all equipment, materials, goods, labor, and services necessary for Commissary Services and associated work in accordance with this Contract and the documents referred to herein, all such items or services also being referred to hereinafter as the Work or Project.

NOW, THEREFORE, THE OWNER AND THE CONTRACTOR AGREE AS FOLLOWS:

SECTION 1. WORK/ SERVICES TO BE PROVIDED AND DOCUMENTS.

For and in consideration of the money hereinafter specified to be paid by the Owner to the Contractor for the Work provided for in this Contract to be performed by the Contractor, the Contractor hereby covenants and agrees with the Owner to fully perform the services, provide any materials called for to construct, and complete the Work called for by this Contract in a good and workmanlike manner in accordance with this Contract and the documents referred to herein in order to fully and properly complete this Contract within the time stipulated, time being made of the essence for this Contract. It is also agreed by the parties hereto that the documents to this Contract consist of this Contract and the following documents listed below (Contract Documents), all of which are and constitute a part of this Contract as if attached hereto or set out in full herein, viz:

1. Insurance Requirements (Exhibit 1).

2. Scope of Work/Fee Schedule (Exhibit 2).

3. Proposal Submitted by Contractor and dated _________ (Exhibit 3). (To be provided after selection of Successful Offeror.)

4. Request for Proposal No. 2027-003, which is incorporated herein by reference.

The parties agree that if there are any differences between the provisions of the above referenced documents, the provisions of the Owner documents and this Contract will control over any Contractor supplied documents or information.

SECTION 2. CONTRACT AMOUNT.

The Owner agrees to pay the Contractor for the Contractor’s complete and satisfactory performance of the Work/ Service, in the manner and at the time set out in this Contract, but the total amount for all such requests will not exceed $____________________ , as provided for in this Contract and that this Contract amount may be increased or decreased by additions and/or reductions in the Work as may be authorized and approved by the Owner, and the Contract amount may be decreased by the Owner’s assessment of any damages against the Contractor, as may be provided for in this Contractor or by law, and the Owner retains the right of setoff as to any amounts of money the Contractor may owe the Owner. However, Contractor further acknowledges and agrees that any request for Contractor to perform Work under this Contract is in the sole discretion of the Owner and that there is no guarantee of any minimum amount of Work that may be requested by the Owner and that no Work may be requested.

SECTION 3. TERM OF CONTRACT. –

A. The term of this Contract shall be for one (1) year, from __________, through

_______________, at which time it will terminate, unless sooner terminated pursuant to the terms of the Contract or by law or unless extended as set forth herein at the option of the Owner.

B. By mutual agreement of the parties, the contract may be renewed for up to four (4) additional one (1) year periods of any combination thereof. If either party wants to renew the Contract that party shall give a written request to renew to the other party before the expiration of the original term or any renewal term of the Contract. The party receiving such request shall either accept or reject in writing such request within ten (10) days of receipt of that request, provided, however, if the party receiving the request to renew fails to respond within ten (10) days, the request to renew shall be deemed to be rejected, unless the parties mutually agree otherwise.

C. All terms and conditions shall remain in force for the term of this Contract and for any renewal period unless modified by mutual agreement of both parties. Prices shall not be increased during the initial term of this Contract.

SECTION 4. TIME OF PERFORMANCE.

The Contractor shall commence the Work to be performed under this Contract on such date as is established and fixed for such commencement by written…