ESBD_389286_1737758738189_Addendum 1 - RFP 2025-P06.pdf

ADDENDUM #1

RFP 2025-P06 Inmate Commissary Services Issue Date: January 24, 2025

HAYS COUNTY PURCHASING OFFICE

Stephanie Hunt, Purchasing Agent

712 S. Stagecoach Trail, Ste. 1012 San Marcos, Texas 78666

512-393-2267 ● purchasing@co.hays.tx.us

January 24, 2025

Please find attached Addendum #1 to RFP 2025-P06 Inmate Commissary Services. All questions were answered by Hays County staff.

Attached to Addendum 1:

• Questions & Answers

Acknowledge receipt of this addendum by signing and returning this page with your proposal.

Signature

Company Name Date mailto:purchasing@co.hays.tx.us

Questions & Answers

Questions:

1. Would vendors be permitted to visit the facility to further understand more about the scope of work required? If so, what day and time would be available?

• No facility tour will be given.

2. [B. Scope of Work – Process]: Requirements state the inmate is to select commissary items by using a paper form. We will provide the required kiosks for electronic ordering. Is there an option to allow only electronic ordering unless there are special circumstances?

• Both paper form and kiosks must be provided.

3. [“Provide a check for the proceeds of each week’s activity on a weekly basis”]: Please clarify how commissary and commission payments are to be managed. The statements below seem to contradict each other.

• Provide a “REPORT” for the proceeds of each week’s activity on a weekly basis

4. [8. Compensation & Invoicing b. Commission Amount and Payment]: “Commissions will be due and payment expected monthly by the fifteenth (15) day following the last day of the month in which the order generating the revenue is completed.” Is the County requesting the commissary vendor to be an authorized check writer on the Inmate Trust Fund Account?

• No, the awarded vendor will issue a commission check to Hays County that ties out to a statement for the referenced time period.

5. [Computerized Inmate Accounts System Requirements]: What type of multiple bank accounts are to be tracked? Is this related to a work release program or savings account?

• Each inmate shall have a personal account that can be managed and maintained through the Inmate Account System.

6. Please describe what kind of property will be managed via the property management module.

• Regarding the management module: In reference to commissary inventory that is kept on-site, management module is requested.

• In reference to inmate property, no management module is needed.

7. [Trust Accounting / Inmate Banking Operation]: Please clarify “a.” – Does this mean the vendor will be required to manage all cash once it is taken at intake?

• Yes, the vendor will manage all currency via kiosk located at Intake.

8. [C. Inmate Commissary System Specifications]: What type of scheduling program is required? Please provide an example of what action is to be scheduled.

• Inmates may order commissary items at least once weekly with order forms or electronic ordering submitted no later than 10:00am Monday morning. All orders will be submitted to the commissary vendor the following Tuesday morning. The vendor will deliver the items no later than 10:00am following Wednesday morning to the Hays County Sheriff's Office. Commissary will be delivered to the inmates on Wednesday, Thursday and/or Friday of that week.

9. [C. Inmate Commissary System Specifications]: Basic System Functional Requirements, Shortages – we typically issue a credit immediately when notified of shortages. Would a credit in lieu of the product be acceptable?

• Yes, issuing credit is acceptable.

10. [Commissary Detail Reporting & Storage]: D. Automatic Commissary record protection via nightly polling – please provide further information on this requirement.

• Daily/Nightly backups to reporting and storage

11. [Commission/Percentage of Profit Returns and Inmate Pricing] (Attachment A): Taxes – Due to the products being sold by the commissary company directly to the inmate, sales tax on taxable items is required to be paid to the appropriate organizations. Are you asking for sales tax to be included in the menu price? Please advise if you would like the vendor to make the required sales tax payments or if Hays County will make these payments on inmate sales.

• Yes, sales tax to be included in the menu price.

12. Please provide a facility layout or the expected number of kiosks to be required.

• 24 kiosks

13. [Computerized Inmate Accounts System Requirements, d.]: Please clarify if “Carry negative balances” is equivalent to an inmate being in debt.

• Yes, any negative balance is equivalent to an inmate being in debt.