EC-04-2025 11_Jail Commissary and Banking Software_04.28.2025.pdf

version 14 – services 3.5.25

REQUEST FOR PROPOSALS

Jail Commissary Services and Inmate Banking Software

RFP # EC-04-2025 #11

ESTIMATED TIMELINE –

RFP Released April 28, 2025 Deadline to Submit Written Questions May 12, 2025 @ 3:00 PM EST Response to Questions May 15, 2025 @ 3:00 PM EST Proposal Due Date & Public Bid Opening – BOC Conf. Room May 28, 2025 @ 3:00 PM EST Award Date Pending BOC Approval June 12, 2025 (tentative)

*BOC = Board of Commissioners

OPTIONAL SITE VISIT – Optional site visits until May 28, 2025

RFP PROCUREMENT CONTACT – Sam Hunt, Jail Administrator, shunt@emmetcounty.org.

Emmet County is soliciting proposals from prospective vendors to provide the County with Commissary Services and Inmate Banking Software to the Sheriff’s Office.

A copy of this RFP and any subsequent addenda or communications may be obtained from the County’s RFP page www.emmetcounty.org/rfp as well as on the BidNet Direct website at https://www.bidnetdirect.com.

Emmet County Administration Office • 200 Division Street, Suite G70 • Petoskey, Michigan 49770 www.emmetcounty.org http://www.emmetcounty.org/rfp https://www.bidnetdirect.com/

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RFP# EC-04-2025 #11

A. PROJECT BACKGROUND

Emmet County is requesting proposals from qualified vendors to provide commissary services and inmate banking software to the Emmet County Sheriff’s Office. The Emmet County Correctional Facility has a capacity of 103 inmates. It currently operates with an average daily population of 45 inmates. Currently, inmates receive commissary one (1) day per week, per inmate.

B. SCOPE OF WORK

The purpose of this request for proposal is to invite prospective vendors to submit a proposal to supply Emmet County with commissary services, inmate banking software and kiosks in the lobby and booking room.

The Vendor shall provide the following related to this particular RFP:

The vendor is to supply the necessary means whereby commissary orders may be filled. The vendor’s plan to do this must be acceptable to the Sheriff’s Office.

1. Software Capabilities - the firm shall indicate the specific capabilities of their proposed software for Inmate Banking Software.

• The software must provide a complete reporting feature that meets generally acceptable accounting principles. The software must provide a complete audit trail on all transactions, including voids and altered transactions.

• The vendor must continue to support the hardware and software free of charge throughout the length of the contract.

• Must have the ability to invoice receivables, specifically housing fees.

• The software must have the ability to flag and limit the amount of purchase.

• The software must have the ability to add and reduce certain items as needed as identified by the

Sheriff’s Office staff.

The vendor shall be responsible for all costs associated with the installation, uninstallation, and maintenance of their equipment. This includes providing the necessary labor, parts, materials, and transportation to ensure all proposed equipment and supportive equipment remain in optimal working condition and comply with manufacturer specifications throughout the contract. The company shall maintain all hardware and software installations at the most current, quality-tested versions at no cost to the County. Any hardware and software that has reached its end of-life or is no longer supported by the manufacturer will be promptly removed from service and replaced with new equipment at the vendor’s expense. At no time shall the County be responsible for any costs associated with this project’s deployment or long-term operation.

2. The operational plan is as follows:

• The vendor is to supply the necessary means whereby commissary orders may be ordered and filled.

The vendor’s plan to do this must be acceptable to the Sheriff’s Office.

• The vendor will package the commissary orders individually and provide for delivery to the inmate.

The vendor will fill and ship to the Sheriff’s Office at no cost.

• The vendor will ship the orders, sorted groups and packed in clear plastic bags.

• Prior to delivery, the vendor software system will have the ability to verify with the Jail staff or the

JMS to remove any orders of inmates who have left. These orders will be credited to the inmate’s account.

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3. Requirements for inventory are as follows:

• All items will be fresh and in date. Any item found not acceptable by the Jail staff will be replaced without charge. Any shortages will be corrected within a 24 hour period.

• Only items approved by the Jail supervisory staff will be sold to the inmates. The vendor will make every effort to accommodate the staff on items needed with emphasis on security and staff safety.

4. System Requirements - The following systems requirements are mandatory:

• Windows based.

• Uses a relational database (firm must support their own database).

• Allows for system wide settings.

• Allows for individual facility site settings.

• Ability to interface with current jail management system and the contracted inmate phone service provider to allow access to the Inmate Banking Software from multiple existing workstations. (The current Jail Management System is scheduled to change to Hexagon in fiscal year 2026)

• Software must offer real-time financial transactions (No Batched Transactions)

5. Commissary Operating Plan - the firm must provide information with regard to their commissary services. The plan must adhere to the following requirements:

• One (1) time per week ordering and delivery.

• Order packaging procedures/order filling procedures. Orders must be prepared off-site, not at the jail.

• Order delivery procedures.

• Complaint rectification process.

• Any additional revenue capabilities for Emmet County.

6. Products Pricing and Requirements

• The vendor agrees that any increase in the price of a product during the term of the contract will only be done after notifying the Jail supervisory staff with a price justification and the requested effective date

• No items may be added, deleted or have a change in brand, packaging or size without mutual agreement from the Jail supervisory staff and the vendor.

• The vendor shall maintain sufficient stock levels in order to limit shortages.

• The vendor will not substitute any items without prior approval from jail staff.

7. General requirements are as follows:

• The vendor must supply the Jail with a detailed invoice, signed by the inmate for the merchandise sold.

• The orders shall be passed with an accuracy rate of at least 95% initially, and 98% after the 2nd month.

• The vendor will have to provide all necessary insurance and licenses needed to legally operate in the

State of Michigan.

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8. Kiosks:

Lobby

• Vendor will be required to provide a secure lobby kiosk for the public at no charge to the county.

• The kiosk must accept cash and credit/debit card deposits.

• The deposit must post the transaction to the vendor’s inmate banking software system in real time, with no delay.

• All funds deposited must be guaranteed by the vendor.

• All costs of the hardware, installation and maintenance are the vendor's responsibility. The jail will supply the electrical and necessary data lines to the kiosk.

Booking

• The Vendor will be required to provide a secure booking kiosk vault solution in the Booking area at no charge to the county.

• The kiosk must accept cash, credit/debit cards and coins from the inmate at the time of Booking.

• The deposit must post the transaction to the vendor’s inmate banking software system accounting system in real time, with no delay.

• All costs of the hardware, installation and maintenance are the vendor’s responsibility. The jail will supply the electrical and necessary data lines to the kiosk.

9. Alternate Deposit Methods - the vendor must provide alternate deposit methods for family and friends of inmates to post money to the inmate accounts.

• Internet - Web/online method for family and friends to access vendors website to use a credit card to deposit funds into an inmates account.

• Toll-free phone service (both automated and agent assisted) for family and friends to call a toll-free number to use a credit card to deposit funds into and inmates account.

10. Debit cards/checks at time of Release

• The system shall be capable of releasing funds to an inmate upon release from the jail by either debit card or check.

• Vendor shall fully describe the debit card process and operational details (ex. ordering, loading, verifying card amount, lost cards, voiding cards, etc.

• Vendor shall fully describe the check process and operational details (ex. ordering, lost checks, etc.)

Contract Term: The term of the contract shall be for a period of 3 years from the date of award, with the option to renew for two (2) additional one-year periods, which may be exercised at the discretion of Emmet County.

C. SUBMITTALS

The Vendor shall also provide the following as requested for all County RFPs:

A. If applicable, provide continual or annual costs such as warranties or service contracts.

B. Description of its invoicing process. Invoices should itemize the date of service, reason for the service, the amount, and the vendor Tax ID number.

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C. An opportunity for Emmet County to complete a final inspection before acceptance of the work/ product.

The Vendor will arrange for the return of all damaged or miss-shipped items. There will be no restocking fee for the return of items damaged or shipped by the vendor in error. All items returned will be credited to invoice within 14 days of receipt.

D. Available financing options and terms.

E. If applicable, no less than three (3) days of training to ensure adequate education of all personnel at the expense of the company providing the equipment to Emmet County.

In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to Emmet County as necessary to gain such understanding. The County reserves the right to disqualify any vendor who demonstrates less than such understanding. Further, Emmet County reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to Emmet County.

All information provided by Emmet County in this RFP is offered in good faith. Individual items are subject to change at any time. Emmet County makes no certification that any item is without error. Emmet County is not responsible or liable for any use of the information or for any claims asserted there from.

The County intends to select a vendor in June 2025 but it is not obligated to do so.

D. EVALUATION CRITERIA

Submittals will be evaluated and ranked to determine the best value to the County based on the following criteria:

A. Quality of software/hardware. User friendliness/intuitiveness.

B. Conformity with specifications and suitability to the requirements of the correctional facility.

C. Past performance of the vendor.

D. Warranty, service contracts, industry standards and references.

E. Accuracy of orders (must provide recent statistical information).

The purpose of this competitive RFP is to promote a fair, most efficient means to obtain the best value to Emmet County, i.e., the proposal offering the best value, which shall be assessed in accordance with the evaluation criteria set forth in this RFP. Proposals will be reviewed by an internal committee where quotes will be evaluated and ranked on a consensus basis. Proposing bidders may be asked to participate in an interview to further discuss qualifications and to answer questions from the committee.

Emmet County reserves the right in its sole discretion to accept or reject any or all proposals, in whole or in part, without incurring any cost of liability whatsoever, and to waive informalities and minor irregularities in bids received. The County shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in any archival copy. Any modification of these, in the vendor’s submission, is grounds for immediate disqualification. If the selected vendor and Emmet County are not able to finalize contract terms for the intended goods or services requested in this RFP, the County reserves the right to select another vendor to provide the goods or services.

E. REPRESENTATIONS AND CERTIFICATIONS

Full name and address of the business with a short description of the business.

Include a description of the following:

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A. Business organization B. Year established C. Federal ID number D. Michigan tax ID number, if applicable.

E. The business’ legal formation (e.g. corporation, sole proprietor, etc.)

F. State of incorporation, if applicable.

G. List the business’ officers (up to three).

H. List the location and address of the business’ office in Michigan that will provide the services requested.

I. Provide a list of business’ primary services. Provide a list of similar projects completed by the firm.

F. REFERENCES

RFP reviewers may solicit references from some or all client contacts provided. Please include at least three (3) references.

G. COMPENSATION / FEES

Identify all costs including expenses to be charged for performing the services necessary to accomplish the objectives of the contract. The respondent is to submit a fully detailed budget including staff costs and any expenses necessary to accomplish the tasks and to produce the deliverables under the contract. The County is tax exempt for state and local taxes, personal property tax, and real property taxes. Prices shall not include taxes, unless the County is not tax-exempt for a specific service or deliverable. Exemption certificates for sales tax will be furnished upon request.

Costs for subcontractors are to be broken out separately.

H. CONFLICT OF INTEREST

Disclose any conflicts or perceived conflicts of interest. Vendor shall to the extent practicable, disclose to the County the identity of vendor employees and relatives of vendor employees who are employed by the County as well as the identity of County employees who are employed by vendor.

Identify what procedures your firm utilizes to identify and resolve conflicts of interest.

I. COPIES OF THE FOLLOWING ITEMS:

A. Comprehensive General Liability and Property Damage coverage. (see below requirements) B. Professional Liability (Errors and Omissions) coverage.

C. Worker’s Compensation coverage. (see below requirements) D. Automobile Liability (see below requirements) E. Any and all relevant license/registration numbers.

J. INSURANCE REQUIREMENTS AND BOND (as applicable)

The successful bidder shall have no right to or expectation of coverage under any insurance policies of the County.

Further, the successful bidder must meet the following minimum insurance requirements and provide proof of coverage on a Certificate of Liability Insurance form submitted with proposal:

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1. If selected, a Certificate of insurance naming Emmet County as a certificate holder must be provided prior to the County’s execution of a contract and must bear evidence of all required terms and coverage and provide 30 days’ notice of cancellation or material changes to the coverage.

2. Certificate of insurance must name as an additional insured Emmet County, its agents, officers, officials, employees as additional insureds, as their interest may appear.

3. The Contractor shall be responsible for insuring all its tools, equipment and materials, which it may leave at the Project's work site. The County shall not be responsible for any loss or damage to the Contractor's tools, equipment and materials.

4. General Liability Coverage:

a. $500,000 Each Occurrence

b. $500,000 Property Damage

c. $5,000 Medical Expense

d. $500,000 Personal & Advertising Injury

e. $1,000,000 General Aggregate

f. $1,000,000 Products & Completed Operations

5. Automobile Liability:

a. $1,000,000 Combined Single Limit; or

b. $1,000,000 Bodily Injury

c. $500,000 Property Damage

6. Professional Liability (Errors and Omissions) Insurance:

[For contracts for professional services, e.g. Architect, Engineer, Doctors, Dentists, etc.]

a. $1,000,000 Each Occurrence

b. If on a claim-made basis, the Contractor shall purchase extended reporting period “tail” coverage for a minimum of three (3) years after termination of Agreement.

7. Workman’s Compensation insurance as required State statutory limits. If any proprietor, partner, executive, officer, member, or employee is excluded from worker’s compensation or if the Workers Compensation policy is for certificate purpose only, it must be stated on the certificate.

8. Cancellation Notice:

Workers' Compensation Insurance, General Liability Insurance and Automobile Liability Insurance, as described above, shall include an endorsement stating the following: "It is understood and agreed that Thirty (30) days Advance Written Notice of Cancelation, Non-Renewal, Reduction, and/or Material Change shall be sent to the office of the Emmet County Administrator.

If any of the above coverages expire during the term of the contract, the Contractor shall deliver renewal certificates and/or policies to the Emmet County Administrator at least ten (10) days prior to the expiration date.

All insurance carriers must be licensed to do business in the State of Michigan and shall have and maintain a minimum A.M. Best’s rating of A-, unless otherwise approved by the County. The insurance company(s) issuing the policy(s) shall have no recourse against the County for subrogation, premiums, deductibles, or assessments of any form.

The County reserves the right to require a performance or payment bond for certain services.

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K. LIABILITY AND INDEMNIFICATION

The selected vendor shall be liable for any injury or damage occurring on account of the performance of its work.

The selected vendor shall be required to indemnify, defend, and hold the County harmless for all claims, incurred by or asserted against the County, its elected and appointed officials, employees, agents and volunteers, by and person or entity, which are alleged to have been caused from the acts or omissions of vendor or vendor’s employees. The County’s right to indemnification is in excess and above any insurance required by the contract.

The vendor shall have no right against the County for indemnification, contribution or subrogation.

L. AMERICANS WITH DISABILITIES ACT (ADA) AND SECTION 508 COMPLIANCE

Vendors shall warrant that end users will be able to access the website in accordance with the accessibility requirements of the ADA and the Rehabilitation Act of 1973. The website will conform, where relevant to Web Content Accessibility Guidelines (WACG) 2.0.

M. BACKROUND CHECKS

Vendors that are selected to provide services that require access to law enforcement, Court facilities, Pellston Airport, and to other County locations after normal business hours, must undergo a background check by the Emmet County Sheriff’s Department. The County reserves the right to require background checks of vendor employees for other sensitive services.

N. NON-DISCRIMINATION

Vendor, and its subcontractors, shall not discriminate against an employee or an applicant for employment, in hiring, any terms and conditions of employment or matters of employment for any reason that is unrelated to the person’s ability to perform the duties of a particular job or position, in accordance with applicable federal and state law.

O. DEBARMENT AND GRANT REQUIREMENTS

If a bidder is presently debarred, suspended, proposed for debarment, declared ineligible, or otherwise excluded from doing business with any government agency, which prohibits the bidder from participating in any procurement, the bidder must provide County with that information as part of their response. Failure to provide this information may result in disqualification of the response from consideration or termination of a purchase order or contract, if awarded.

To the extent that an awarded contract is funded in whole or in part by any federal or state grant, vendor will be required to comply with all applicable requirements in the grant.

P. TERMINATION OF CONTRACT:

When the vendor has not performed or has unsatisfactorily performed the contract or in the event, any of the provisions of the purchase order are violated, the County may serve written notice of its intention to terminate the contract and/or purchase order for default. Upon termination for default, payment will be withheld at the discretion of Emmet County. Failure on the part of a vendor to fulfill the contractual obligations shall be considered just cause for termination of the contract. The vendor will be paid for work satisfactorily performed prior to termination less

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Q. RIGHTS AND REMEDIES OF COUNTY FOR DEFAULT:

If any item furnished by the vendor fails to conform to specifications, or to the sample submitted by the vendor, the County may reject it. Upon rejection, the vendor must promptly reclaim and remove such item without expense to the County, and shall immediately replace all such rejected items with others conforming to such specification and samples. If the vendor fails to do so, the County has the right to purchase in the open market a corresponding quantity of any such items and to deduct from any monies due the vendor the difference between the prices named in the purchase order and the actual cost to the County. If the vendor fails to make prompt delivery of any item, the County has the right to purchase such item in the open market and to deduct from any monies due the vendor the difference between the prices named in the purchase order and the actual replacement cost to the County. The rights and remedies of the County identified above are in addition to any other rights and remedies provided by law or under the purchase order.

R. INSTRUCTIONS FOR FIRMS:

For your bid to qualify, you must submit three (3) hard copies in your SEALED BID no later than 3:00 PM EST on May 28, 2025 to:

EMMET COUNTY FINANCE DEPARTMENT

ATTN: Priscilla Meyer, Administration Office

200 DIVISION STREET, SUITE G70

PETOSKEY, MI 49770

1. Response to this RFP MUST be clearly marked RFP# EC-04-2025 #11 -- Jail Commissary Services and Inmate Banking Software.

2. Questions shall be submitted in writing to Jail Administrator Sam Hunt at shunt@emmetcounty.org no later than 3:00 PM EST on May 12, 2025.

3. This RFP, any addendums, and any potential questions and answers will be posted on the Emmet County website at https://www.emmetcounty.org/open-bids-rfps/.

4. The County reserves the right, in its sole discretion, to reject any and all proposals, or parts of any proposal, for any reason whatsoever and waive technicalities.

5. The County will only accept proposals that are responsive to the RFP and are prepared and submitted in compliance with the requirements set forth in this RFP.

6. Emmet County will not award any proposal to an individual or business having any outstanding amounts due from a prior Contract or business relationship with the County or who owes any amount(s) for delinquent Federal, State or Local taxes, fees and licenses.

No late submissions will be accepted.

https://www.emmetcounty.org/open-bids-rfps/

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IRAN LINKED BUSINESS CLAUSE

The Respondent who is selected as Consultant shall certify to the County that neither it nor any of its successors, parent companies, subsidiaries, or companies under common ownership or control of the Consultant, are an “Iran Linked Business” engaged in investment activities of $20,000,000.00 or more with the energy sector of Iran, within the meaning of Michigan Public Act 517 of 2012. It is expressly understood and agreed that the Consultant shall not become an “Iran linked business” during the term of this Agreement.

NOTE: IF A PERSON OR ENTITY FALSELY CERTIFIES THAT IT IS NOT AN IRAN LINKED BUSINESS AS DEFINED BY PUBLIC ACT 517 OF 2012, IT WILL BE RESPONSIBLE FOR CIVIL PENALTIES OF NOT MORE THAN $250,000.00 OR TWO TIMES THE AMOUNT OF THE CONTRACT FOR WHICH THE FALSE CERTIFICATION WAS MADE, WHICHEVER IS GREATER, PLUS COSTS OF INVESTIGATION AND REASONABLE ATTORNEY FEES INCURRED, AS MORE FULLY SET FORTH IN

SECTION 5 OF ACT NO. 517, PUBLIC ACTS OF 2012.

CERTIFICATION

I hereby state that I have read, have become thoroughly familiar with, understand, and accept the terms and scope of work contained in the RFP. I hereby state that all of the information I have provided is true, accurate and complete.

I hereby state that I have authority to submit this RFP, which will become the basis for a binding contract if accepted by the Emmet County. I hereby state that this quote will remain valid for sixty (60) days from this certification date.

Signature: _____________________________________________________________________________

Print Name: ___________________________________________________________________________

Title: _______________________________________________ Date: _____________________________

Company Name: _______________________________________________________________________

Address: ______________________________________________________________________________

Contact Name: _________________________________________________________________________

Phone: _____________________________________ Email: __________________________________

MINORITY VENDOR CERTIFICATIONS

Please check all that apply:

The vendor represents that it IS IS NOT a woman or women-owned business.

The vendor represents that it IS IS NOT a minority-owned business.

The vendor represents that it IS IS NOT a disadvantaged business enterprise.

The contractor represents and warrants that the company meets the above and can provide supportive documentation upon request. Any lines left unchecked will be considered as if the “IS NOT” box has been checked.

Authorized Agent Signature Date

Authorized Agent Printed Name

How did you learn of this RFP? BidNet County Website

(circle all that apply) County Employee Other ________________