Addendum No. 1 Inmate Commissary Q & A.pdf
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- Attached to
- RFPO - Inmate Commissary Services #2
- Solicitation number
- RFP-117381
- Issued by
- Southampton County, Stafford County, Tazewell County, Alexandria City, Virginia
About this file
Summary of Addendum No. 1 to RFP-117381 Inmate Commissary Services #2
This addendum to the Southwest Virginia Regional Jail Authority's (SWVRJA) Request for Proposals for inmate commissary services addresses clarifications and answers to questions submitted by prospective vendors regarding the procurement for four jail facilities in Virginia. The addendum clarifies operational responsibilities, including confirmation that SWVRJA employees will manage cash handling for both the Cash Release Kiosk and the Intake Kiosk, contrary to standard vendor responsibilities. Detailed specifications are provided for administrative and indigent kits, with administrative kit pricing at $5.00 to inmates and $2.75 to SWVRJA, and three indigent kit options priced between $8.10 and $8.50 to inmates with full costs invoiced to SWVRJA. The addendum confirms that vendors are encouraged to submit multiple proposals with differing technology, pricing, and commission options. Current commission rates are established at 44.1% for commissary and package programs and 32% for cart services. Historical sales data for March 2026 and usage reports are referenced as exhibits, with March figures confirmed as gross sales. The addendum provides specific order volumes by facility for March 2026 across regular carts, web ordering, and indigent kit distribution. A signed acknowledgement of the addendum is required to be submitted with proposals prior to the May 14, 2026, at 2:00 p.m. deadline, separate from signatures on the original proposal document.
The addendum establishes that March 2026 sales data across all four facilities totaled approximately $89,570 in combined commissary and cart sales, representing gross sales figures. Financial information from exhibits is referenced to support vendor assessment of operations across all business lines, including commissary, carts, packages, and indigent kits. Vendors are provided three months of historical data to ensure accurate evaluation and to confirm that March figures are not anomalous. The documentation confirms the structure of cost-sharing arrangements, whereby inmates bear costs of indigent kits to the extent funds are available, while the SWVRJA is invoiced and pays the full cost of kit provision. No information regarding set-asides, incumbent contractors, or specific contract value amounts is contained in this addendum, though the underlying RFP establishes a contract term of July 1, 2026, through June 30, 2029, with two optional one-year renewal periods.
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Bristol Buchanan P. O. Box 279 Dickenson Meadowview, VA Lee 24361
Norton Phone Russell (276) 739-3520 Scott Fax Smyth (276) 739-3534 Tazewell Washington Richard Alsbrook Wise Superintendent
April 28, 2026
ADDENDUM NO. 1 TO ALL PROPOSERS
Request for Proposals
RFP-117381 Inmate Commissary Services #2 Closing Date: Thursday, May 14, 2026 at 2:00PM
Answers to questions received.
1. Page 5 of the RFP states that vendors will be responsible for replenishing funds for the Cash Release Kiosk. The industry standard is for the facility to manage cash for this machine. Please confirm that the SWVRJA will be responsible for cash handling for the Cash Release Kiosk.
A SWVRJA employee will manage the Cash Release Kiosk.
2. Page 12 of the RFP states that vendors will be responsible for collecting and depositing funds for the Intake Kiosk. The industry standard is for the facility to manage cash for this machine. Please confirm that the SWVRJA will be responsible for cash handling for the Intake Kiosk.
A SWVRJA employee will be responsible for emptying the machine and depositing the funds from the intake kiosk.
3. Please further detail the administrative kit requested on page 9 (8) of the RFP. Please detail the products included in the kit, including quantity and sizes, as provided for the indigent kit listed in Commissary Population and Sales. Please provide kit pricing and confirm what portion of the cost will be paid by the facility
The cost to inmates is $5.00 the cost to SWVRJA is $2.75
1.25 oz Soap (2)
.5 oz Deodorant stick
1.7 oz dandruff shampoo .6 oz Toothpaste gel Paddle toothbrush 5-inch Comb Flex Pen
4. Please provide additional information for the indigent kit requested on page 9 (8) of the RFP and detailed in the Commissary Population and Sales attachment. Please provide kit pricing and confirm what portion of the cost will be paid by the facility There are three (3) indigent kits available:
1. The cost to inmates is $8.10
1.25 oz Soap (2)
.5 oz Deodorant stick
1.7 oz Dandruff Shampoo .6 oz Toothpaste Gel 5 Stamped Envelopes 5 Sheets White Typing Paper
2. Kit plus one (1) Flex Pen $8.39
3. Kit plus one (1) Flex Pen and one (1) Toothbrush $8.50
Inmates are charged the cost of the kit and if funds become available the cost of the kit is collected. However, SWVRJA is invoiced and pays the cost of the kits.
5. Will vendors be able to submit multiple options for the County to choose from, differing in options such as technology, pricing, or commission?
Yes, vendors are encouraged to present offerings available that would be in the best interest of the SWVRJA.
6. What is the current commission rate for each business line— commissary, package program, and carts?
Commissary 44.1% Cart 32% Package 44.1%
7. Can sales reports for the past three months be provided for each business line?
Please see the attached Exhibit 1 & 2
8. Can usage reports for the past three months be provided for each business line?
Please see attachment Exhibit 3
9. Commissary Population and Sales provides March’s sales information for carts, commissary, and indigent kits. Please confirm these are gross sales and not net sales.
Yes, the numbers provided for March are gross sales.
10. Please provide current package program sales for each facility in the same manner cart, commissary, and kit sales are detailed in Commissary and Population Sales.
Please see the attached Exhibit 4
11. Please provide the total number of orders per facility for March for the cart, commissary, and package programs.
March 2026 Orders
Facility Regular Cart Web Indigent Abingdon 565 515 584 913 Duffield 244 293 425 574 Haysi 148 196 225 331 Tazewell 110 132 81 110
12. Can additional population, sales, and order totals be provided for January and February 2026? A three month average will allow vendors to more accurately assess the operation and ensure the March figures provided are not an outlier.
Please see answer # 7
Note: A signed acknowledgement of this addendum must be received attached to your proposal prior to the proposal due date and hour. Signature on this addendum does not substitute for your signature on the original proposal document. The original proposal document must be signed.
Name of Firm Signature/Title Date
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