ESBD_389286_1736448067551_Attachment B - Questionnaire & Requirements.pdf

RFP 2025-P06 Inmate Commissary Services Atachment B: Ques�onnaire & Requirements

1. Fully describe the installa�on requirements necessary for your proposed equipment and services.

2. What environmental condi�ons must be in place for your equipment and goods to func�on properly?

3. Vendor must submit an implementa�on plan containing all steps and �me frames for installa�on of equipment and any other factors affec�ng the installa�on process. (Fully documented Pert/Gnat charts are acceptable). This implementa�on plan will become a part of the contract and must be followed. All Inmate Commissary Services must be “cut over” and opera�onal with five (5) working days of the proposed cutoff date. The Vendor must include the transi�on of the Sheriffs current opera�ons to the vendor’s system.

4. Explain how your company provides remote diagnos�c, programming, polling and system alarm repor�ng.

5. Explain your maintenance and support back-up plan to ensure there is no interruption in services by the Vendor.

6. Provide explain or provide a copy of your current repair procedure policy for both normal maintenance and emergency outages.

7. Provide the last three (3) correc�onal facili�es previously served and the reason they are no longer your customers. Please provide contact names, and telephone numbers.

8. Provide three (3) correc�onal facility references that currently u�lize the proposed equipment for inmate commissary services. Please see Sec�on V. for the Vendor Reference Form.

9. Provide the following informa�on for the inmate banking so�ware:

• Total number of inmate banking so�ware in service

• Average number of months in service

• Average number of inmate banking so�ware for the manufacturer’s en�re customer base.

10. The Vendor must clarify its rela�onship with the manufacturer as it pertains to the ability to support the proposed hardware and so�ware throughout the contract term and any extensions.

11. The Vendor shall provide commissions/percentage of profit based on 3-yr contract, as well as clearly show the methods of calculating the monies returned. All offers shall be in the form of a percentage Include inmate menu pricing. The County is tax exempt, and no taxes shall be included in your proposal. Cash discounts must be shown on proposal, otherwise prices will be considered net.

12. The Vendor will confirm that the firm can or cannot meet the following operating requirements:

• Provide a complete computerized inmate account system, including all hardware and software, at no cost to the Sheriff’s Office.

• Provide a check for the proceeds of each week’s activity on a weekly basis, using the agreed upon calculations.

• Vendor will furnish all equipment that may be required to operate commissary at all current and future Sherriff’s Office Correctional Facilities.

• Vendor shall provide an on-site manager to oversee the commissary operation and will interact with designated Sheriff’s Office staff liaison.

• Vendor shall provide for refunds for orders delivered to inmates who are being released or are otherwise unavailable to receive merchandise.

• The delivery schedule must be mutually agreed upon between the Vendor and the Sheriff’s Office and may be subject to change.

• The Vendor will assume all costs for telephone services, faxing, copying and other office expenses associated with the commissary operation.

13. The Vendor shall provide proof of a current operation that utilizes an automated process for the loading of inmate information from the Tyler Technologies/Odyssey jail management system into the contractor’s trust accounting application.