44DOC-S4058 Scope of Work SOW~1.docx

PROJECT OVERVIEW

The purpose of this Request for Proposal (RFP) is to contract with a vendor or multiple vendors who can provide a full range of machine based vending services at correctional facilities located throughout the State. Vending machine services are provided in offenders’ visiting areas and administrative staff locations and/or offices.

Multiple contract awards may be made as NDOC will consider proposals received by:

· Region (Northern or Southern); or

· Statewide.

Interested vendors may attend optional site visits (pre-registration required) of each facility. Vendors interested in attending site visits shall complete site visit requirements, including pre-registration.

It is the State's intent to enter into a contract or multiple contracts with an independent contractor(s) who can meet the needs of the Department.

Vending machines are located in the visiting areas of each facility as well as staff areas of the facilities (including administration buildings.)

SCOPE OF WORK

1. PERFORMANCE REQUIREMENTS

This section defines the minimum requirements necessary to provide vending services to various correctional facilities located throughout the State. Vendors should propose creative, competitive solutions to meet the needs of each facility.

The purpose of this RFP is to contract with a vendor or vendors who can provide a full range of machine-based vending services, to include (but not limited to): (1) a wide variety of products, (2) superior service and (3) maximum profitability to the Department of Corrections (NDOC) through vending machine sales.

1.1. VENDING REQUIREMENTS

1.1.1. The awarded vendor(s) will be required to install, maintain and service all vending machines in the regions/facility they bid on, under the terms of this RFP.

1.1.2. The awarded vendor(s) agrees to provide all vending services; equal to or greater than services that currently exist (refer to Attachment for current services and number of machines at each location).

1.1.3. Proposals, at a minimum, must include:

A. Details on how vendors will provide adequate vending services for each region/facility bid on, including (but not limited to): ratio of delivery staff to number of locations, ability to provide a wide range of products, etc.

B. Details on how the required vending equipment will be provided, including Responsibilities of delivery vehicles, storage capacity, and vending but not limited to the resources available to perform contractual maintenance on vending machines at all facilities.

C. Any contractual relationship’s vendor has with suppliers such as Pepsi Cola, Coca-Cola, 7-UP, etc.

D. Is vendor a subcontractor to a larger business entity? If so, whom?

E. It will be the responsibility of the awarded vendor(s) to provide all microwave ovens, plastic utensils, condiments, napkins, etc., as required.

F. Additional facilities that may require vending services will also become the responsibility of the vendor(s) awarded under the same conditions of performance as defined in this RFP.

1.2. EQUIPMENT

1.2.1. Awarded vendors must provide, at a minimum, the current levels of vending support that each facility currently has.

A. The locations of all vending machines installed within the correctional facility are subject to the approval of each facility Warden or designee.

1.2.2. At the time of installation, all vending machines must be current production models, in new or ‘like new’ condition.

A. The decision as to the acceptability of a ‘like new’ machine will rest with the NDOC designee.

B. Existing vending machines should be ‘like new’ and energy efficient.

C. New vending machines must be energy efficient.

D. Each machine must have an identifying number assigned to it.

1.2.3. Proposals must include:

A. System the awarded vendor(s) will utilize to ensure energy-efficient equipment is provided to the Department.

B. The average age of vending equipment to be used in the facilities.

C. The latest options in vending equipment available, including, but not limited to, options for credit card, key fob or coin-less machines, digital readouts, sure-vend, etc. that awarded vendor(s) are able to provide.

1. Vendors that propose to use alternate forms of payment must also include in their proposals how the systems would be installed and utilized at each facility, including all additional equipment, space, etc. that may be required.

2. Proposals that include the use of alternative forms of payment for vending machines must adhere to the ‘no currency’ policy (1.2.4).

1.2.4. NO CURRENCY POLICY

NDOC regulations prohibit inmates’ families from bringing ‘paper’ currency (bills) into the visiting rooms; therefore, the awarded vendor(s) must be able to provide adequate dollar bill changers at each facility.

1.2.5. The awarded vendor(s) must be responsive to the needs of each facility and, as such, the addition or removal of vending machines or alteration of the type of vending services provided in each facility must have prior, written approval of the facility Warden or designee.

1.2.6. Upon contract award, notification of any changes in vending equipment at a specific facility must be provided to NDOC’s designee within fifteen (15) working days of implementation.

1.2.7. Designated representatives for each facility shall have the right to inspect any machines with the awarded vendor’s representative at any reasonable time.

1.3. VENDING MACHINE MAINTENANCE / REPAIR SERVICE

1.3.1. The awarded vendor(s) will, at their expense, be required to:

A. Maintain all vending equipment in a good state of repair and sanitary condition.

B. Replace any vending machine which is out of service for longer than forty-eight (48) hours due to needed repairs.

1.3.2. Proposals must include:

A. A description of your preventative maintenance schedule for machines in Service.

B. Response time for service on equipment at each facility,(48 hours). This also includes ensuring that all machines are adequately stocked to accommodate additional product needed for additional visitors during heavy demand state and federal holidays and restocking after the holiday.

C. All vending machines will be required to have an attached sticker giving the facility the contact information of the Awarded vendor, including but not limited to name of company and telephone number to be called for emergency service. company and telephone number to be called for emergency service.

1.4. PRODUCT REQUIREMENTS

1.4.1. Product Quality Assurance:

A. Each product must be date coded to ensure freshness.

B. Each time a machine is stocked; the route driver must check all dates and remove any outdated product.

C. The machines must be stocked by putting the freshest products in the back, D. Therefore, vending products based on the first in first out inventory system.

1.4.2. Award vendor(s), upon receipt of a recall notice from the manufacturer or USDA, notify NDOC’s Designee and shall immediately pull any defective or recalled products from the machines.

1.4.3. Aluminum cans are not allowed in any of the correctional facilities and/or administrative buildings.

A. Any existing machines that dispense aluminum cans will need to be replaced with machines that dispense plastic bottles only.

1.4.4. Proposals must include a brief description of products that will be carried in each machine, including which brands, pack size, etc.

1.4.5. The awarded vendor(s) should be able to provide facility staff with a list of product items that are available so staff can make requests monthly.

1.5. FILLING OF VENDING MACHINES

1.5.1. At most facilities, the awarded vendor(s) should be able to service (fill) machines seven (7) days a week during normal operating hours, to be as compatible with the facilities operating hours as possible, to guarantee adequate product is available at all times.

A. Some facilities may have time restrictions, machines may need to be filled at certain times. It will be the responsibility of the awarded vendor(s) to work with each facility to determine when the best time of the day is to fill machines and accommodate the facilities as much as possible.

1.5.2. Based on the facilities individual vending needs, proposals must include the frequency of delivery by location.

1.5.3. Upon contract award, any alternate scheduling must be approved, in writing, by the facility Warden or designee. Notice of any changes must be sent to the NDOC Designee.

1.6. PRICING / ALLOWABLE COST INCREASES

1.6.1. The awarded vendor(s) should provide consistent product pricing at facilities throughout the applicable facilities/regions of this contract.

1.6.2. Requests for product cost increases for inflationary factors or increased costs on products from the manufacturer must be submitted to NDOC’s Designee, in writing, with proper evidence that the cost of the delivering product has substantially increased or cost increases by the manufacturer, with thirty (30) days advance notice to the Department.

1.7. REFUND POLICY / ACCOUNT

1.7.1. Proposals must include the awarded vendor’s refund process and policy.

1.7.2. The refund process and policy must be clearly stated in each area that has vending machines.

1.7.3. At a minimum, notices must:

A. Include the awarded vendor’s name and contact information.

B. Be posted where they can be clearly and easily read.

1.7.4. Where deemed necessary, the awarded vendor(s) may be required to provide a refund account for the refunding of monies when a machine is not in good working order.

1.7.5. An adequate accounting procedure for refunds will be established by mutual agreement between NDOC and the awarded vendor(s) as applicable. Vendor will provide a copy of their policy and procedures to Nevada Department of corrections.

1.8. CUSTOMER SERVICE / MISC REPORTS

1.8.1. The Department may require quarterly reports and/or additional reports showing the gross volume of individual products at each facility to determine if there is a need to add or delete items in an effort increase sales and increase consumer satisfaction.

A. Proposals must include examples of all reports that are available to the Department.

1.8.2. Proposals must include details on how the vendor will provide for customer feedback and how the vendor will solve customer complaints and/or disputes.

1.8.3. At the discretion of the Department, NDOC may conduct a review of quality and timeliness factors associated with the vending services provided by each awarded vendor.

A. A quality assurance survey may be distributed to each awarded vendor.

B. Pertinent results will be shared with the awarded vendor(s) C. Specific problems or concerns deemed significant by NDOC will be brought to the attention of the awarded vendor(s) in writing and the awarded vendor(s) will be provided with an opportunity to respond in written form.

D. The awarded vendor(s) will be required to respond to unresolved concerns with a written plan to alleviate said problems, within 10 working days of receipt of written notification from Nevada Department of Corrections.

E. Failure to comply with any aspect of the contract or to implement corrective action in response to a penalty or repeated written complaint by NDOC may result in termination of the contract and loss of all vending services.

1.9. PROPOSALS BY REGION / INDIVIDIUAL FACILITY

1.9.1. Multiple contract awards may be made and NDOC will consider proposals received by:

A. Region (Northern and/or Southern); or B. Statewide.

C. Anything labeled (CLOSED) is currently closed but could open in the future.

Northern Nevada:

Northern Administration Offices (Building 17 & Building 89) 5500 Snyder Ave, Carson City Northern Nevada Correctional Center (NNCC) 1721 E. Snyder Ave, Carson City Northern Nevada Transitional Housing (NNTH) 225 Sunshine Lane, Reno Lovelock Correctional Center (LCC) 1200 Prison Rd, Lovelock Ely State Prison (ESP) 4569 North State Route 790, Ely

Southern Nevada:

Casa Grande Transitional Housing (CG) 3955 W. Russell Rd, Las Vegas Florence McClure Women’s Correctional Center (FMWCC) 4370 Smiley Rd, North Las Vegas High Desert State Prison (HDSP) 22010 Cold Creek Rd, Indian Springs Southern Desert Correctional Center (SDCC) 20825 Cold Creek Rd, Indian Springs Three Lakes Valley Conservation Camp (TLVCC) 21055 Cold Creek Rd, Indian Springs

1.9.2. Proposals should include the criteria the awarded vendor(s) would use to determine the feasibility of expanding vending services to facilities not currently under contract.

A. Carlin Conservation Camp (CCC) 124 Suzie Creek Rd, Carlin (CLOSED) B. Humboldt Conservation Camp (HCC) 8105 Conservation Rd, Winnemucca (CLOSED) C. Stewart Conservation Camp (SCC) 1721 E. Snyder Ave, Carson City (North -OPEN) D. Tonopah Conservation Camp (TCC) 100 Conservation Rd, Tonopah (CLOSED) E. Wells Conservation Camp (WCC) HC 67-50, Wells (CLOSED) F. ECC Conversation camp (ECC) Horse and Cattle Cp Loop Rd, Ely (CLOSED) G. Warm Springs Correctional Center (WSCC) 3301 E. 5th Street, Carson City (CLOSED) H. Jean Conservation Camp (JCC) 3 Prison Rd, Jean (CLOSED)

1.9.3. An estimate of number and types of machines proposed for each facility Offender/Family Visitation areas as well as for Employee Break Room areas and estimated yearly gross sales for each are to be provided.

1.9.4. As of October 8, 2026, the following table reflects offender population by facility. Populations may be subject to change.

1.10. VENDING RELATED CUSTODIAL SERVICES

1.10.1. The Nevada Department of Corrections will provide normal custodial services consisting of the cleaning of walkways, hallways, visiting rooms, etc., in the vending machine areas.

1.10.2. All other custodial services related to vending machines will be provided by the awarded vendor(s).

1.11. VENDOR DEMONSTRATIONS

1.11.1. The top scoring vendors may be required to provide a presentation/demonstration of their proposed method of providing vending machine services, including their variety of vending machine types, products, etc.

1.11.2. Vendor demonstrations may be required as determined by the Evaluation Committee.

1.11.3. As a part of the vendor demonstrations, Evaluation Committee Members may conduct site visits to the potential vendor’s place of business, other locations that contain the vendor’s machines and the vendor’s warehouse facilities as applicable.

A. Location of demonstration (Las Vegas and/or Carson City) to be determined based on selected vendors.

1.11.4. Selected vendors will be notified that they have been chosen to participate in the vendor demonstrations.

1.11.5. The State also reserves the right to forego vendor presentations and select vendor(s) based on the written proposals submitted.

1.12. COMMENCEMENT OF CONTRACT / INSTALLATION SCHEDULE

1.12.1. The awarded vendor must be prepared to install vending machines and be fully operational under the contract agreed upon date.

1.12.2. Proposals must include an installation schedule for machines at each facility or region that is being bid on, and date machines will be fully operational at all facilities under this contract.

1.12.3. Upon contract award, each facility must receive written notice of machine installation a minimum of five (5) working days prior to installation.

1.13. CONTRACT TERMINATION

1.13.1. Upon termination or expiration of the Contract, the incumbent vendor(s) shall, at their sole cost and expense, remove all vendor‑owned equipment from all NDOC facilities. Such removal shall be conducted in a manner and within a timeframe that does not interfere with facility operations and shall be fully coordinated with the incoming vendor(s) to ensure continuity of services. The incumbent vendor(s) shall complete all removal activities by a date specified by the Department and shall take all reasonable measures to prevent or minimize service downtime.

1.14. OTHER REQUIREMENTS

Vending machines shall be fully stocked and maintained shortly before and if necessary, restocked during holiday periods where there is high visitation demand. The Contractor acknowledges that access which may require collaboration with certain State employees should be planned in advance of the State observed holidays where staff may be unavailable. All services required under this Contract, excluding those defined as emergency services, shall be performed according to the agreed upon schedule.

1.14.1. Access is limited and may require an escort, awarded vendor(s) should plan accordingly. Once the awarded vendor(s) enters the facility it may be difficult and time consuming to leave to get additional equipment or supplies.

1.14.2. The awarded vendor(s) should make sure that all supplies, equipment, etc., are brought in during initial entry into the facility.

1.14.3. Given the nature of the facilities, and due to potential operational conflicts, the facility may be compelled to restrict access to the institution on certain days of the week or month, or on relatively short notice, which may affect when the services defined in this RFP can be reasonably performed.

1.14.4. The awarded vendor(s) must ensure that, while at the facility, inmates do not have access to vendor owned and operated otherwise unauthorized telecommunication devices in accordance with NRS 209.417 and NRS 212.165.

1.14.5. The awarded vendor(s) understands this work, the subject of this RFP, is being conducted within the confines of NDOC facilities due to security issues, may be subject to facility lockdowns and interruptions. NDOC will do what it can to bring the operation back to its normal working condition. Vendor(s) will not hold NDOC responsible for these interruptions in work or services.

1.15. HEALTH AND SAFETY STANDARDS

1.15.1. The awarded vendor(s) shall comply with all applicable federal, state, and local requirements for protecting the safety of the awarded vendor’s employees, building occupants, and the environment.

1.15.2. No processes or materials shall be employed in such a manner that they will introduce hazards into occupied spaces.

1.15.3. All applicable standards of the Occupational Safety and Health Administration OSHA) shall be followed when working in accordance with this RFP.

1.16. OPTIONAL SITE VISIT REQUIREMENTS

1.16.1. Optional site visits for each facility:

A. No cell phones, PDAs, cameras, or electronic devices of any kind will be permitted within the institution during the site visit.

B. Site visit attendees cannot wear blue/denim clothing of any kind (including but not limited to: jeans, shirts, hats, jackets, etc).

1.17. BACKGROUND CLEARANCE / SECURITY REGULATIONS:

1.17.1. AWARDED VENDOR(S) EMPLOYEE BACKGROUND CLEARANCE REQUIREMENTS

Upon contract award, and at least ten (10) days prior to beginning work, the awarded vendor(s) shall submit a completed Contractor Background Clearance Application (Consent for Release of Criminal History Form) (DOC560) (Attachment) for each employee who will be working under this contract. No personnel entering the correctional facilities may be ex-felons. Applicants are approved for entry under the company name on the application only.

1.17.2. UPON CONTRACT AWARD FORMS MUST BE SENT TO:

Nevada Department of Corrections P.O. Box 7011 Carson City, NV 89702 5500 Snyder Avenue, Bldg. 89 Carson City NV 89701 Email: vendors@doc.nv.gov

1.18. NDOC SECURITY REGULATIONS:

1.18.1. All employees of vendors entering prison grounds must adhere to NDOC Security Regulations (Attachment).

1.19. COMMISSION:

1.19.1. The awarded vendor(s) will pay the Department a commission based on the best percentage of gross revenue for each vending machine. Vendors are encouraged to provide the highest reimbursement possible for the Department.

1.19.2. Commission paid for machines in those areas designated as “Visiting” and those designated, as “Staff / Employee” shall be clearly defined by the awarded vendor(s), in order that funds received from “Visiting” areas are accounted for separately from funds received from “Staff / Employee” areas.

1.19.3. The NDOC reserves the right to have a representative present when monies are removed from the vending machines and make counts in conjunction with the representative of awarded vendor(s).

1.20. PROPOSALS

1.20.1. Proposals must include:

A. The commission rates that are to be paid for the duration of the contract.

B. A detailed breakdown of commission rates per type of vending machine, product, etc., if a varied rate is part of the proposal.

C. Any deductions that will be taken out of the gross sales.

1.21. COMMISSIONS

1.21.1. Commission checks must be accompanied by a detailed listing (report) which clearly indicates (for each vending machine at each facility) the following:

A. The month for which commissions are being paid;

B. The machine number, location, and if it is classified as “Visiting” or “Staff / Employee”;

C. The actual meter readings and gross receipts based on those readings;

D. The commission rate for each machine;

E. Commissions computed based on gross sales and the amount owed to the Department;

F. The net sales after any deductions;

G. Explanations for any deductions from the net sales; and H. Which machines have been removed and/or replaced and why.

1.21.2. Commission is to be paid to the Department for every calendar month of the year and must be received by the Department by the 15th of the following month, to the address below via Cashier’s check.

Nevada Department of Corrections Attn: Inmate Banking Services P.O. Box 7011 Carson City, NV 89702

1.22. PENALTIES:

Failure to file the monthly report or to pay commissions due to the Department before the fifteenth (15th) day of the month following the close of the most recent reporting period will result in a penalty equal to 5% of the gross sales for the month in question or possible breach of contract, which could result in termination of the contract.

1.23. RETURNED CHECK FEES

The awarded vendor(s) will be required to reimburse NDOC for any returned check fees.

All subsequent commission payments must be made via cashier's checks.

1.24. TERMS AND CONDITIONS

1.24.1. Vendors must submit a proposal for a minimum of one (1) category and region. Proposals submitted that they do not submit pricing for a minimum of one (1) category and region will not be accepted.

1.24.2. Pricing must be listed as “per item”. Cost plus will not be acceptable. This pricing must include all freight/delivery/handling charges.

1.24.3. Awarded vendors must adhere to the standard NDOC delivery schedule times. Vendors must list proposed delivery days and frequency of deliveries on the pricing schedule for each region listed.

1.24.4 Vending machines for Offender/Family Vitiation areas must take coins or debit card readers. Dollar bills are not permitted in Visitation Areas. Please refer to the 1.2.4 section above NO CURRENCY POLICY.