Inmate Commissary Questions Response.pdf
PDF 231 KB Posted
- Attached to
- RFP - Inmate Commissary
- Solicitation number
- RFP-114573
- Issued by
- Southampton County, Stafford County, Surry County, Alexandria City, Virginia
About this file
This is a Questions and Answers response document for an Inmate Commissary Services RFP issued by the Southwest Virginia Regional Jail Authority (SWVRJA) for four facility locations: Abingdon, Duffield, Haysi, and Tazewell. The RFP seeks comprehensive inmate commissary and cart services, including e-commerce capabilities, trust fund management, and ancillary services such as indigent kits, administrative kits, and inmate release fund processing. The SWVRJA operates across four facilities with a combined average daily population (ADP) of 1,604 inmates and total facility capacity of 2,580. Current service volumes include 273 commissary orders processed weekly with approximately $236,531.26 in quarterly sales and 385 cart orders weekly with approximately $89,021.00 in quarterly sales. The RFP requires vendors to provide specified hardware including eight printers, four lobby/deposit kiosks, four intake kiosks, four debit release scanners, and vendor-supplied equipment for on-site staff. Award criteria will be evaluated by committee based on proposal responsiveness and benefit to SWVRJA, with vendors permitted to submit multiple options varying in technology, pricing, and commission structures.
Current operations are supported by four full-time and four part-time on-site staff provided by the incumbent vendor. The existing fee structure includes $3.25 for lobby kiosk and web deposit transactions (with 10 percent commission on amounts exceeding $32.50), $5.95 for e-commerce gift packs, and $8.10 for indigent kits. Recent 12-month commissions totaled $590,473.00 from inmate commissary and cart sales and $354,302.00 from web sales. Current postage sales average $52.71 weekly. The trust fund program is managed through Lockdown software with Jail Tracker as the current JMS provider and Smart Communications as the ITS and VVS provider. The facility utilizes NUMI debit cards for inmate release funds and requires two check printers per facility for paper release options. The contractor is responsible for providing all commissary office shelving and chest freezers (quantity determined by vendor), office supplies, and staff equipment. SWVRJA employees handle intake cash kiosk operations, and no liquidated damages have been assessed in the past 12 months. Vendors must submit five paper copies and two electronic copies of proposals via eVA.
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Other files
| File | Type | Posted |
|---|---|---|
| Commissary Office Pictures.pdf | ||
| RFP - Inmate Commissary Services.pdf | ||
| Current Commissary Items.pdf | ||
| Addendum #1.pdf | ||
| CCF_000010.pdf | ||
| Facility Layouts.pdf |
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Text version
Questions Answer
What is the current average inmate population by location? Abingdon - 750 Duffield - 445 Haysi - 260 Tazewell - 145
How many commissary orders are processed each week by location and average quarterly sales total? Abingdon - 141 $125,554.00
Duffield - 61 $54,099.00 Haysi - 35 $36,596.00 Tazewell - 36 $20,282.26
How many cart orders are processed each week by location and average quarterly sales? Abingdon - 224 57,115.00
Duffield - 72 15,159.00 Haysi - 49 10,455.00 Tazewell - 40 6,292.00
Breakdown of current ADP by facility Abingdon - 770 Duffield - 463 Haysi - 245 Tazewell - 126
What is the Current Menu Pricing? Please refer to the original RFP Documents
What is the current inmate spending limit by location? Abingdon 0 Duffield 0 Haysi 0 Tazewell 0
Cash Credit What is the current fee structure for the following? Lobby Kiosk 3.25 3.25 (up to $32.50 more is 10%)
Web Deposits 3.25 (up to $32.50 more is 10%) Inmate Phone Transfer N/A N/A E-Commerce Friends & Family Gift Packs 5.95 Bonds N/A Secure Messaging & Email N/A
What is the total number and dollar amount of deposits for a year per location?
Deposits are not tracked and no commission is paid.
Current Commission Rates and 12 month total paid Inmate Commissary and Cart Sales $590,473.00 Web Sales $354,302.00
What inmate trust fund program is currently used? Lockdown
Who is the current JMS providert? Jail Tracker
Who is the current ITS and VVS provider? Smart Communications
What is the current cost for Indigent kits and 12 month sales? $8.10 Indigent Kit contents See Description Sec. C number 14 Does the facility pay for the indigent kits? Yes
What is the current cost for Administrative Kits and 12 month sales? $5.00 Administrative Kit contents: See description Sec. C number 15 Does the facility pay for the administrative kits? Yes, facility cost is $2.75
Is there currently an Inmate Cash Release Machine in place? No, they are given release cards or a check
On page 13 of the RFP it mentions inmate release funds printed checks, how many check printers are required? 2 per facility
On page 13 of the RFP it mentions inmate release funds debit cards, does the county utilize NUMI or Rapid Release? NUMI
How many card scanners would be required? 4
Who owns the chest freezers and if it is the contractor how many are required per a location?
Contractor quantity is to be determined by vendor
Who owns the shelving in the commissary offices? Contractor
Liquidated damages for the last 12 months? None
What general catagories of performance issues triggered the assessments for liquidated damages? N/A
Will SWVRJ employees be responsible for the intake cash kiosk? yes
Will vendors still need to provide 5 paper copies and 2 electronic copies of the proposal if it is uploaded to eVA? yes
Please provide percentage rates for the award criteria
A committee will evaluate all proposals submitted. The proposal(s) will be awarded based upon the response(s) that is/are deemed to be the most responsive and of greatest benefit to the SWVRJA
Will vendors be able to submit multiple options for the facility to choose from, differing options such as technology, pricing, or commission? yes
What are the current postage sales per a week? $52.71
Please provide the current cart menu and pricing. See Attachment
Do commissary and cart prices include taxes? Yes
What is the total capacity for the SWVRJA as a whole? 2580
How many on-site personal does the current vendor provide? 4 Full Time and 4 Part Time
Please list the current on-site staff responsibilities and schedule. ABG DUF HAY TAZ Delivery M-T M-T M-T M
CART TH-SAT TH-SAT TH-SAT WED-F
OFFICE AS NEEDED
Is there a desk and office supplies in the commissary room? To be provided by vendor
Will vendors staff be able to use faciltiy computers or does the vendor need to provide all equipment? Vendor will need to provide equipment for their staff.
Who is the current foodservice provider and can you provide contact information? N/A
Can the current commissary contract and any amendments be provided? No
Does the facility currently receive commission on trust fund deposits, if so what is it? No
Please provide the hardware requested for facility use.
Printers 8 Scanners 0 Pod Kiosks Integrated Software with Tablets and ITS Kiosks Lobby/Deposit Kiosks 4 Intake Kiosks 4 Debit Release Scanners 4 Cash Release Machines Anything else
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