ECSD Commissary RFP 4-30-26.docx

REQUEST FOR PROPOSALS (RFP)

ECSD Commissary Services

1. Introduction The Commonwealth of Massachusetts, Essex Sheriff’s Office, hereinafter (ECSD), through its Procurement Officer, hereby solicits Responses for the provision of Off-Site Inmate Commissary Services for inmates housed at the Essex County Correctional Facility.

The daily count is approximately 900 inmates between three facilities

All commissary sales shall be made via a Housing Unit Kiosk. All goods will be packaged off-site and delivered to the Facility. Orders will be placed by midnight on Wednesday and delivered on Saturday at 8 AM each week. In case of emergency or other qualifying situations, we would need flexibility to extend the deadline.

An inmate commissary is available from which inmates can purchase approved items that are not furnished by the facility ECSD reserves the right to add or remove facilities and adjust service scope during the contract term.

1.1 Contract Duration

The initial term of this contract is from July 1st, 2026, to June 30, 2027. The Essex Sheriff’s Office reserves the right to extend the contract for a one-year term.

1.2 Rejection of Proposals

ECSD reserves the right to reject all proposals and re-issue the RFP at any time prior to execution of a final contract; to require in any RFP for similar products and/or services that may be issued after this RFP, terms and conditions that are substantially different from the terms and conditions outlined in this RFP; or to cancel this RFP with or without issuing another RFP.

1.3 Current Inmate Commissary Environment

The Essex County Sheriff’s Department (ECSD) requests proposals for a commissary service at the three ECSD correctional facilities:

1. Middleton Jail and House of Corrections – Essex County Correctional Facility (ECCF) at 20 Manning Ave., Middleton, MA 01949. This facility houses approximately 900 male inmates/detainees, some pre-trial and some sentenced, who generally are serving sentences of less than 30 months.

2. Essex County Pre-Release Center (ECPRC), 165 Marston St., Lawrence, MA 01841. This facility houses approximately 100 male inmate/detainees and a small number of federal prisoners and US Probation inmates.

3. Women-in-Transition (WIT), 197 Elm St., Salisbury, MA 01952. This facility houses approximately 24 female inmates/detainees.

ECSD estimates a total average daily population (ADP) of 1,100 for the next year.

Currently, the Essex Sheriff’s Office, in Middleton ECCF, has 15 housing units plus intake which will need computer kiosks for ordering weekly canteen. Additionally, the ECPRC has two kiosks and the ECWIT has one. Kiosks available to the public, for friends and family to deposit funds, are located at each facility. There is one at each facility. The system records money that is deposited into an account and accounts for items that are purchased. The system should record who deposits how much and for which inmates.

Debit cards are issued to inmates at the ECPRC and WIT for personal use with restrictions set forth by ECSD. Debit cards or checks are issued to inmates leaving the Middleton facility as well. There is software in place from our current vendor that provides a general ledger system to track and monitor all canteen transactions in accordance with Generally Accepted Accounting Principles. Additionally, there are vending machines at the ECPRC and the WIT. These vending machines (especially at the ECPRC) need to be restocked almost daily.

1.4 Selling Price

All Contractors must take the current approved product lists and indicate the selling price of each item and will not increase prices for a minimum of one year. All subsequent requests for increases shall be submitted in writing to the Department for review on an annual basis. All price increases must have the written approval of the Department. A goal of the Department is to minimize financial burden and costs to the inmates and their families. Bidders should keep this in mind when providing a response to this RFR.

1.5 Commission Structure

The Essex County Sheriff’s Department (ECSD) will not accept or receive any commission, rebate, revenue-sharing, or financial incentive from the Contractor under this agreement.

All pricing proposed must reflect a zero-commission model, and vendors shall not offset commissions through hidden fees, surcharges, or indirect cost structures.

Vendors must certify that:

No commission or revenue sharing will be paid to ECSD Pricing is transparent and reflects true market value No prohibited fees are charged to inmates, families, or third parties Failure to comply with this requirement will result in disqualification.

1.6 Procurement calendar

2. Scope of Services The selected vendor shall provide a fully integrated commissary solution, including ordering, payment processing, inventory management, delivery, and customer service.

2.1 Ordering and Delivery

· Provide a weekly commissary ordering system via housing unit kiosks

· Maintain kiosks stocked and operational 6–7 days per week

· Package orders in clear, heat-sealed bags

· Deliver orders on a consistent weekly schedule

· Provide receipts and obtain inmate signature confirmation

· Ensure order accuracy and manage discrepancies at no cost

2.2 Software System Requirements

· Provide a commissary and accounting system compliant with GAAP

· Maintain a general ledger of all transactions

· Integrate with:

· Offender Management System (OMS)

· Inmate phone/payment systems (real-time debit capability)

· Maintain records for the duration of the contract (minimum 2 years)

2.3 Payment and Deposit Systems

· Provide multiple deposit methods including:

· Cash, credit/debit card, money orders, bank transfer, online, phone, and wire

· Install and maintain deposit kiosks in visitor and intake areas

· Vendor shall absorb all third-party transaction fees unless legally required

· Clearly disclose any required fees

· Provide a toll-free customer support line

2.4 Financial Responsibility

· Vendor is responsible for all funds processed

· Vendor assumes liability for fraud, chargebacks, and financial losses

· Vendor must resolve all billing disputes

2.5 Inventory and Product Management

· Provide a wide selection of approved, name-brand products

· Maintain adequate stock levels and minimize out-of-stock items

· No substitutions without prior approval

· No expired or near-expired items permitted

· All products must meet correctional safety standards

· Facility retains final approval authority on all products

· Provide regular sales and trend reports

· Manage spoilage and damaged goods with appropriate credits

2.6 Operations and Logistics

· Deliver orders weekly (target delivery day: Saturday)

· Provide all necessary packaging materials and mobile bins

· Vendor responsible for procurement and inventory management

2.7 Kiosk System Requirements

· Install and maintain kiosks at all required locations

· Provide real-time inmate account and status updates

· Support bilingual interface (minimum English and Spanish)

· Repair standards:

· Diagnose issues within 4 hours

· Repair or replace within 24 hours

2.8 Implementation and Transition

· Complete full system implementation within 30 days of contract award

· Provide a dedicated project manager

· Installation must be completed at no cost to ECSD

2.9 Maintenance and Support

· Provide 24/7/365 technical and operational support

· Respond to issues within 2 hours

· Resolve issues within 24 hours

· Maintain and replace all equipment at no cost

3. Security Requirements

· Implement multi-level access controls

· Ensure:

· Unique user identification

· Secure password protocols

· Time-stamped activity logging

4. Debit Card Program

· Provide debit cards to inmates upon release or transfer

· Ensure immediate access to funds

· No fees deducted from issued funds

· Allow restrictions on merchant types and purchases

5. Proposal Requirements Vendors must include the following in their proposal:

· Company background and experience in correctional commissary services

· Detailed description of proposed solution

· Implementation timeline

· Pricing structure and commission model (if applicable)

· References from similar contracts

· Compliance with all requirements outlined in this RFP

6. Evaluation Criteria Proposals will be evaluated using a weighted scoring methodology as follows:

ECSD reserves the right to request demonstrations, site visits, or interviews as part of the evaluation process.

7. Pricing Proposal Requirements Vendors must provide a detailed pricing proposal, including:

· Retail pricing structure for all commissary items

· Confirmation that pricing is competitive with comparable correctional facilities

· Disclosure of all fees (inmate-facing and administrative)

· Statement confirming vendor absorbs third-party processing fees (unless legally required) Vendors must also include:

· Sample product price list

· Pricing adjustment methodology over contract terms

· Any incentives, rebates, or value-added services

· Pricing Template Spreadsheet

8. Terms and Conditions

· ECSD reserves the right to reject any or all proposals

· ECSD may negotiate terms with a selected vendor

· Contract terms and renewal options will be defined upon award

· Cancel this RFR at any time

· Negotiate contract terms in the best interest of ECSD

9. Legal and Compliance Requirements

· Vendor must comply with all Massachusetts procurement laws and regulations

· Vendor must comply with all applicable federal, state, and local laws, including correctional standards

· Vendor must pass all required background checks and security clearances

· Vendor must maintain appropriate insurance coverage, including:

· General Liability

· Professional Liability

· Workers’ Compensation

· Vendor must indemnify and hold harmless ECSD from all claims arising from services

· Americans with Disabilities Act (ADA)

· PREA (Prison Rape Elimination Act) standards

10. General Conditions

· Vendor must comply with all applicable federal, MA state, and local laws

· Vendors must adhere to all facility security protocols

· All services are subject to ongoing review and performance standards

11. Submission Instructions Proposals must include the following sections: 1. Executive Summary 2. Company Background and Qualifications 3. Technical Proposal 4. Implementation Plan 5. Pricing Proposal 6. References 7. Required Certifications and Forms

COMMBUYS Requirement/Submission Details

· All Responses must be submitted electronically

· No paper or hard copy submissions will be accepted

· All addenda, updates, and official communications will be posted on COMMBUYS

· Vendors are responsible for monitoring COMMBUYS for updates

· Submission Deadline:05/27/2026 by 10 AM

· Submission Method: -Email: sshrestha@essexsheriffma.org

· Contact Person: Sarika Shrestha Late submissions may be rejected at the discretion of ECSD.

ECSD reserves the right to conduct interviews or request Best and Final Offers (BAFO).

RFR#2026 ECSD-COMMISSARY

BD-26-1401-ECSD1-ECSD1-128371