Cart Menu.pdf

This is a Cart Menu document supporting a Request for Proposals issued by the Southwest Virginia Regional Jail Authority (SWVRJA) for comprehensive inmate commissary services across four jail facilities located in Abingdon, Duffield, Haysi, and Tazewell, Virginia. The RFP seeks a qualified contractor to provide a complete turnkey commissary operation serving an average daily inmate population of 1,620 across all facilities. Core services include wholesale purchasing of approved goods, inventory management, administrative and indigent kits, debit release cards, banking and accounting software, lobby and booking kiosks, point-of-sale carts, and online ordering capabilities. The contractor must deliver commissary orders to inmate housing units within one business day, maintain and repair all kiosks and equipment within 24 hours of notification, provide and maintain freezers and shelving equipment at all four facilities, distribute bi-weekly indigent kits containing hygiene and personal care items, and submit monthly facility-specific financial reports. An optional pre-proposal conference was scheduled for April 15, 2026, at 2:00 p.m., with written questions due by April 21, 2026, and answers posted by April 30, 2026. Sealed proposals are due May 14, 2026, at 2:00 p.m. The contract term runs from July 1, 2026, through June 30, 2029, with options to extend for two additional one-year periods.

The contractor will be compensated solely through an agreed-upon commission percentage on net sales of commissionable items, with no set-aside designations or disadvantaged enterprise restrictions identified in the solicitation. The contractor assumes all costs associated with inventory purchase, delivery, equipment provisioning, software systems, and 24/7 customer service operations. Based on FY2025 financial data, SWVRJA facilities generated approximately $2,387,117.91 in total commissary deposits, with March 2026 combined commissary and cart sales totaling approximately $89,570. The contractor must obtain $1,000,000 in commercial general liability insurance, pass comprehensive background investigations and drug testing, and demonstrate a minimum of three years of prior experience with inmate accounting programs. Pricing and commissions will remain fixed for the contract duration unless modified per price escalation provisions. No incumbent contractor is identified in the solicitation documents, and the RFP is open to qualified private vendors.