REQUEST FOR PROPOSAL

2026-RFP-035-PR

JAIL RESIDENT COMMISSARY, BANKING AND TRUST SERVICES

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: March 18, 2026

DEADLINE FOR QUESTIONS: April 17, 2026

RESPONSE DEADLINE: May 1, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

County of Dane

REQUEST FOR PROPOSAL

Jail Resident Commissary, Banking and Trust Services

I. Introduction II. RFP Guidelines and Overview

III. Contract Term IV. Project Overview & Scope of Work V. RFP Response Requirements & Evaluation Criteria

VI. Vendor Questionnaire VII. Standard Terms and Conditions

Attachments:

A - Menus - CCB & PSB

B - Booking & Bail Statistics - 2024 & 2025

C - Report Examples - Accounting Software

D - Dane County IT Infrastructure

E - Vendor Conference Registration Form - fillable

F - Cost Proposal - 26-035 - Jail Commissary, Banking, Trust Services rev 3.23.26

G - Q7 Monthly Invoices

H - Q28 2025 Product Sales

Request For Proposal #2026-RFP-035-PR Title: Jail Resident Commissary, Banking and Trust Services

1. Introduction

1.1. Summary

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for Resident Commissary and Resident Banking & Trust Services. The

County, as represented by the Sheriff’s Office, is particularly interested in proposals that facilitate ordering and processing commissary services that use the existing tablet technology service provider

(currently Global Tel*Link Corporation dba ViaPath Technologies) to minimize staff involvement and provide robust resident banking and trust services. The County intends to use the results of this process to award one contract for these services.

The County intends to use the results of this process to award a contract or issue a purchase order for the product(s) and/or service(s) stated Jail Resident Commissary, Banking and Trust Services.

The contract resulting from this RFP will be administered by the Dane County Sheriff’s Office. The contract administrator will be the Dane County Sheriff’s Office Security Services Captain or designee.

The Dane County Purchasing Division is the sole point of contact for questions and issues that may arise during the RFP process.

Mandatory Vendor Conference (On-Site)

1. Because this contract will overlap with the Jail Consolidation Project, it is important that vendors understand the facility changes that will be occurring.

2. A mandatory Vendor Conference will be held to tour our facilities and will include the opportunity for vendors to ask additional questions.

3. All vendors who intend to respond to the RFP are required to attend the vendor conference. If a vendor fails to attend the conference and submits a proposal, the proposal will be rejected.

4. Every individual planning to attend the conference and site tours must complete and submit

Attachment E - Vendor Conference Registration Form no later than Friday, April 3, 2026 at 4:00 pm (CST) (5 days prior to Vendor Conference).

1. On the day of the vendor conference, each individual must have and provide a valid driver’s license or other officially-issued photo identification.

• Date: Friday, April 10, 2026

• Time: 10:00 am (CST)

• Location: 115 W. Doty Street, Room 2002, Madison, WI 53703

1.2. Contact Information

Pete Patten

Purchasing Manager

Email: patten.peter@countyofdane.com

Phone: (608) 267-3523

Department:

Sheriff

1.3. Timeline

Release Project Date March 18, 2026

Registration for Mandatory Vendor

Conference

April 3, 2026, 12:00am

Mandatory Vendor Conference

(Mandatory)

April 10, 2026, 10:00am

Public Safety Building Room 2002

115 W Doty Street

Madison, WI 53703

Question Submission Deadline April 17, 2026, 4:00pm

Question Response Deadline April 24, 2026, 4:00pm

Proposal Submission Deadline May 1, 2026, 2:00pm

Demos - Accounting Software (if necessary) TBD Upon Evaluation

Contract Start Date October 21, 2026 mailto:patten.peter@countyofdane.com tel:(608)267-3523

2. RFP Guidelines and Overview

2.1. GENERAL SOLICITATION PROCESS

1. REASONABLE ACCOMMODATIONS

1. The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a vendor conference or site visit, contact the Purchasing Officer listed or call WI Relay 711 for TDD Services.

2. VENDOR REGISTRATION

1. Interested vendors are required to register at the County's eProcurement Portal. Registration is free and will ensure that you receive notifications of solicitations that match your profile and category codes as well as providing the County with up-to-date company contact information.

2. Once registered, please double check to make sure your vendor information including commodity codes is up-to-date by signing into your account at the County's eProcurement

Portal.

3. CALENDAR OF EVENTS

1. Specific and estimated dates and times of actions related to this solicitation are listed in the timeline in the Introduction Section. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane

County eProcurement Portal.

4. CLARIFICATION OF THE SPECIFICATIONS / QUESTIONS

1. All inquiries concerning this solicitation must be submitted via the County's eProcurement

Portal.

2. Questions must be submitted before 4:00 pm on Friday, April 17, 2026.

1. Requests submitted after that time frame will not be considered.

3. Proposers are expected to raise any questions, exceptions, or additions they have concerning the solicitation at this point in the process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this solicitation, the proposer should immediately notify the contact person of such error and request modification or clarification to the solicitation document.

4. Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane listed as County contacts on this solicitation is authorized to provide any information or respond to any question or inquiry concerning this solicitation.

5. ADDENDA & REVISIONS

1. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this bid, addenda and/or supplements will be posted via the

County's eProcurement Portal. Bidders are responsible to regularly monitor the web site for any such postings. It is recommended to check the eProcurement Portal for addenda prior to submitting a proposal. Bidders must acknowledge the receipt/review of any addenda via the eProcurement Portal.

2. The Purchasing Division has the sole authority for modifications to specifications and/or the solicitation document.

6. INSPECTION OF PREMISES/VENDOR SITE VISIT - when applicable

1. When applicable, bidder’s may inspect site(s) prior to submitting bids to determine all requirements associated with the project by contacting Pete Patten. Failure to do so will in no way relieve the successful bidder from the necessity of providing, without additional cost to the

County, all necessary services that may be required to carry out the intent of the resulting contract.

2.2. BID / PROPOSAL SUBMISSION

Dane County strongly encourages all vendors to submit proposals well in advance of the solicitation deadline. By doing so, if there are any technical difficulties, there is time to attempt to resolve the situation before the deadline. Late bids will not be accepted.

If there are technical difficulties while trying to submit, first, contact OpenGov Support by clicking into the small blue circle on the bottom, right side of your screen while logged into the OpenGov system.

1. SUBMITTAL INSTRUCTIONS

1. Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the County. The County also retains the right to accept or reject any or all bids.

2. Proposals must be submitted via the County's eProcurement Portal before 2:00 pm on Friday, May 1, 2026. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this solicitation.

3. To Submit a Proposal:

1. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane

2. Click on the green "+Subscribe" button on the left side of the screen and proceed to create an account or sign in if an account already exists.

3. Once registered, click on the "draft" button to draft your proposal.

4. Provide company information

5. Complete the entire Vendor Questionnaire

6. Where indicated, upload the required documents.

7. The file upload status can be seen for each document uploaded.

8. Confirm all files have been uploaded

9. Review your work and click on "submit" proposal

10. Acknowledge any addenda

2. MULTIPLE PROPOSALS & ACCEPTANCE

1. Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the

County’s eProcurement Portal. Each such proposal must be submitted separately and labeled as

Proposal #1, Proposal #2, etc.

2. Please message procurementsupport@opengov.com with any questions regarding set up.

3. GENERAL INSTRUCTIONS ON SUBMITTING COST PROPOSALS

1. The Cost Proposal section of this solicitation will either be incorporated into the system as a

Pricing Table or as a separate Cost Proposal Attachment that must be downloaded, completed, saved, and uploaded to the Vendor Questionnaire section.

2. Price(s) quoted shall include all labor, materials, equipment, shipping and other costs and conditions outlined within the bid. Pricing shall remain fixed.

4. RIGHT TO REJECT PROPOSALS & NEGOTIATE CONTRACT TERMS

1. The County reserves the right to accept any part of a submission deemed to be in the best interest of the County and to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

2.3. VENDOR QUESTIONNAIRE DEFINITIONS

1. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFBs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

mailto:procurementsupport@opengov.com

1. Under Dane County Ordinance 25.08(11)(c-e), a Locally Based and Owned Vendor, Locally

Operated Vendor, or Non-Locally Operated Vendor may be invited to match the low bid if the low bid is offered by a vendor that is not identified as a Locally Based and Owned Vendor, Locally Operated Vendor, or Non-Locally Operated Vendor according to Dane County Ordinance requirements. Local Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

Locally Based and Owned Vendors:

1. When bids are reviewed, the County will determine if a Locally Based and Owned Vendor responding to the bid is the low bidder. If a Locally Based and Owned Vendor is the low bidder, they will be awarded the bid.

2. If a Locally Based and Owned Vendor is not the low bidder but is within 15% of the low bid, the

County will contact the Locally Based and Owned Vendor and provide that vendor the option of matching the low bid price.

3. If no Locally Based and Owned Vendors are among the responding bidders, or the Locally Based and Owned Vendor declines to match the low bid, then the County will determine if a Locally

Operated Vendor has responded to the bid.

Locally Operated Vendors:

4. If a Locally Operated Vendor is within 10% of the low bid, the County will contact the Locally

Operated Vendor and provide that vendor the option of matching the low bid price.

5. If no Locally Operated Vendors are among the responding bidders, or the Locally Operated

Vendor declines to match the low bid, then the County will determine if a Non-Locally Operated

Vendor has responded to the bid.

Non-Locally Operated Vendors:

6. If a Non-Locally Operated Vendor is within 5% of the low bid, the County will contact the Non-

Locally Operated Vendor and provide that vendor the option of matching the low bid price.

7. If no Non-Locally Operated Vendors are among the responding bidders, or the Non-Locally

Operated Vendor declines to match the low bid, then the County will award the bid to the low bidder without regard to the location of the vendor.

2. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFPs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

1. Under County ordinances, a Local Vendor is defined as a supplier or provider of equipment, materials, supplies or services that has an established place of business within the County of

Dane. An established place of business means a physical office, plant or other facility. A post office box address does not qualify a vendor as a Local Vendor.

1. County ordinance provides that a local vendor (within Dane County) automatically receive five points toward the evaluation score.

2. County ordinance provides that vendors located within the counties adjacent to Dane County

(Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

3. LOCAL CONTENT VENDOR PREFERENCE - generally only applicable to RFBs - DOES NOT APPLY TO

PUBLIC WORKS BIDS

1. Under Dane County Ordinance 25.08(4)(f-j), bidders offering goods made in Dane County, its surrounding counties, or the State of Wisconsin receive a price preference on sealed bid solicitations. Bids are first evaluated to determine if any bidders are offering products that qualify as Dane County-Made Goods, Regionally-Made Goods, or Wisconsin-Made Goods. Local

Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

2. A bidder offering Dane County-Made Goods will be considered the successful bidder if their price is up to 15% higher than the low bid for goods that are not Dane County-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Regionally-

Made Goods. If so, then such a bidder will be considered successful if their price is up to 12.5% higher than the low bid for goods that are not Regionally-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Wisconsin-Made Goods. If so, that bidder will be considered successful if their price is up to 10% higher than the low bid for goods that are not Wisconsin-Made Goods. If no vendors are offering Dane County-Made, Regionally-Made, or Wisconsin-Made Goods, then the County will evaluate the low bid without regard to the content of the goods.

4. FAIR LABOR PRACTICES CERTIFICATION

1. Dane County Ord. 25.09 (1) is as follows:

1. (28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations

Board (NLRB) or the Wisconsin Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years.

The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

2. If a company indicates that they have been found by the NLRB or WERC to have such a violation in the Vendor Questionnaire section, a copy of any relevant information regarding such violation with is required to be uploaded with the bid submission.

3. Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

5. COOPERATIVE PURCHASING

1. Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases. A “municipality” is defined as any county, city, village, town, school district, https://www.nlrb.gov/ http://werc.wi.gov/ board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s.

16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (20, Wis.

Stats.

2. In the Vendor Questionnaire section, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

3. Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

6. DESIGNATION OF CONFIDENTIAL & PROPRIETY INFORMATION - generally only applicable to RFPs

1. RFP responses are public records under Wisconsin Law. Dane County may be required to release your RFP response if someone makes a public records request. There are few exceptions to disclosure under Wisconsin’s Open Records Law.

2. All proposed restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment under the

“Designation of Confidential and Proprietary Information” section.

3. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s) to determine whether such information must be disclosed. Dane County shall not provide advance notice prior to release of any requested record.

4. Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential. Designating the RFP response or proposal in its entirety as confidential is never warranted and will result in its release.

5. One exception under the Wisconsin Open Records Law is if information constitutes a “trade secret.” Trade secret is defined in Sect. 134.90 (1)(c)) of the WisconsinStatutes, as follows:

"Trade secret" means information, including a formula, pattern, compilation, program, device, method technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

County cannot guarantee that such information will be treated as a trade secret or confidential.

6. To the extent permitted by law, it is the intention of Dane County to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

7. In the event the Designation of Confidentiality of this information is challenged, undersigned agrees to provide legal counsel or other necessary assistance to defend the Designation of

Confidentiality and to hold Dane County harmless for any costs or damages arising out of Dane

County withholding the materials. .

8. Failure to designate confidential and proprietary information within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment.

2.4. EVALUATION

1. PRELIMINARY EVALUATION

1. The proposals will first be reviewed to determine if all applicable requirements are met. Failure to meet mandatory requirements may result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in the solicitation.

2. PROPOSAL SCORING - applicable to RFPs

1. Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria in the evaluation section of the RFP posting. This scoring will determine the ranking of vendors based upon their written proposals. If the team determines that it is in the best interest of the County to require a Phase 2 Evaluation which may include oral presentations, the highest-ranking vendors will be invited to make such presentations. Those vendors that participate in the interview process will then be scored, and the final ranking will be made based upon those scores.RFP Cost Proposal's will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.

3. PRESENTATIONS / INTERVIEW / DEMONSTRATIONS - applicable to RFPs

1. Top ranked selected proposers may be required to make oral interview presentations and/or site visits to supplement their proposals, if requested by the County. The County will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct a presentation to the County on the date scheduled may result in rejection of the vendor’s proposal.

2. Top-scoring Vendor(s) may be required to install and demonstrate its product(s) and/or service(s) at a County site. Product(s) being demonstrated must be delivered to the

County site upon two (2) weeks’ notice by the COUNTY to the Vendor(s) and must be installed and ready for the demonstration within one (1) week of delivery. The COUNTY will furnish detailed specifications concerning the demonstration site and the particular test it will use to exercise the Vendor’s product(s) and/or service(s). Failure of a Vendor to furnish the product(s) and/or service(s) it has proposed for demonstration within the time constraints of the preceding paragraph may result in rejection of that proposal. Failure of any product(s) and/or service(s) to meet the COUNTY’s specified requirements during the demonstration may result in rejection of the Vendor’s proposal.

1. The successful demonstration of the Vendor’s product(s) and/or service(s) does not constitute acceptance by the COUNTY. Any product(s) and/or service(s) furnished by the

Vendor for the purposes of this demonstration must be identical in every respect to those which will be furnished if a contract results.

2.5. AWARD

1. RFB AWARD

1. The County will award the bid to the most responsive and responsible bidder whose bid is most advantageous to the County. In determining the most advantageous bid, the County may consider criteria such as, but not limited to, cost, bidder’s past performance and/or service reputation, and service capability, quality of the bidder’s staff or services, customer satisfaction, references, the extent to which the bidder’s staff or services meet the County’s needs, bidder’s past relationship with the County, total long term cost to the County, fleet continuity and any other relevant criteria listed in this solicitation.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

2. RFP AWARD

1. An RFP award will typically be granted in one of two ways.

1. The award may be granted to the highest scoring responsive and responsible proposer.

2. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. PAYMENT TERMS AND INVOICING

1. Unless otherwise agreed upon in writing, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods or services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment shall be submitted to via email to the Department Invoice Email

Address shown on the Bill To section of the PO issued. The Dane County purchase order number must be noted on the submitted invoice.

2. Other incidental or standard industry charges not identified herein, are not allowed under this contract. Miscellaneous service charges used to help the Contractor pay various fluctuating current and future costs are not allowed. These charges include, but are not limited to, costs directly or indirectly related to the environment, energy issues, fuel charges, service and delivery of goods and services.

4. NOTIFICATION OF INTENT TO AWARD

1. Upon finalizing the award, a notification email may be sent via the OpenGov system showing the awarded vendor(s).

2. As a courtesy, the County may send a Notice of Intent letter to responding vendors at the time of the award. - applicable to RFPs

3. Written notice of award to a vendor in the form of a purchase order or other document, mailed or emailed to the address shown on the bid will be considered sufficient notice of acceptance of bid.

5. CERTIFICATE OF INSURANCE

1. The successful vendor is required to submit to Dane County a Certificate of Insurance prior to performing any work under this contract. The certificate is required prior to issuance of purchase order. See the Insurance Responsibility section within the Standard Terms &

Conditions.

2. Please contact your insurance representative to issue an Additional Insured Endorsement naming County of Dane, a municipal corporation, its boards, commissions, agencies, officers, employees and representatives listed as an ADDITIONAL INSURED on the General Liability policy.

3. Indicate mailing address as:

o County of Dane

Risk Management

City County Building Room 425

210 Martin Luther King Jr., Blvd.

Madison, WI 53703

4. Please inform your insurance representative that you have agreed to provide us with 30 Days written notice in the event of cancellation for any reason before the expiration date of your policy or policies.

5. Vendor may email Certificates of Insurance to risk.management@danecounty.gov.

6. Call 608-266-4965 with any questions.

6. PERMITS & LICENSES

1. The Contractor selected under this bid shall be required to obtain the necessary permits and licenses prior to performing any work under this contract. The Contractor will be required to demonstrate valid possession of appropriate required licenses and will keep them in effect for the term of this contract.

2. Contractor must be financially responsible for obtaining all required permits and licenses to comply with pertinent regulations, municipal, county, State of Wisconsin and Federal laws, and shall assume liability for all applicable taxes.

7. SATISFACTORY WORK

1. Any work found to be in any way defective or unsatisfactory shall be corrected by the

Contractor at its own expense at the order of the County. The County also reserves the right to contract out services not satisfactorily completed and to purchase substitute services elsewhere. The County reserves the right to charge the vendor with any or all costs incurred or retain/deduct the amount of such costs incurred from any monies due or which may become due under this contract.

8. GOVERNMENT STANDARDS

1. All materials, equipment, and supplies provided to the County must fully comply with all safety requirements as set forth by the Wisconsin Department of Commerce and all applicable OSHA

Standards. Bidders shall comply with all local, state and federal regulations, directives and laws.

9. DANE COUNTY SUSTAINABILITY PRINCIPLES

1. On October 18, 2012, the Dane County Board of Supervisors adopted Resolution 103, 2012-2013 establishing the following sustainability principles for the county:

mailto:risk.management@danecounty.gov o Reduce and eventually eliminate Dane County government’s contribution to fossil fuel dependence and to wasteful use of scarce metals and minerals;

o Reduce and eventually eliminate Dane County government’s contribution to dependence upon persistent chemicals and wasteful use of synthetic substances;

o Reduce and eventually eliminate Dane County government’s contribution to encroachment upon nature and harm to life-sustaining ecosystems (e.g., land, water, wildlife, forest, soil, ecosystems); and o Reduce and eventually eliminate Dane County government’s contribution to conditions that undermine people’s ability to meet their basic human needs.

2.6. CONTRACTING

1. CONTRACT/PROJECT ADMINISTRATION

1. The County department(s) utilizing the service will be responsible for drafting, coordinating, monitoring and administering the resulting service contract/purchase order. The department shall be responsible for notifying the awarded vendor about contract renewals or extensions.

Any modifications or additions to the contract(s)/purchase order(s) shall be communicated by the department to the Purchasing Division.

2. CONTRACT ASSIGNMENT - SUBCONTRACTORS

1. A resulting contract and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. CONTRACT ADDITIONS

1. The County reserves the right to add new items and locations at a price conforming to other like items on the contract. The procedure for such additions shall be as follows:

1. The County Purchasing Officer will contact the vendor requesting pricing for the item(s) to be added.

2. The vendor, within three working days, should respond in writing and include the bid number, contract period and the price for each item or service to be provided.

3. Upon receipt, the County shall issue a Change Order adding the service or product(s) to the

Contract or Purchase Order.

2. The County reserves the right to accept or reject prices and obtain bids on the open market for these add ons.

3. When applicable, Contractor may be required to sign a Dane County Contract.

4. CONTRACT TERMINATION

1. If for any reason the successful contractor fails to fulfill the requirements of the contract for providing the specified services, the County shall have the right to cancel the contract at any time and negotiate for the services with another contractor.

3. Contract Term

The contract shall be effective on the date indicated on the Dane County Purchase Order or the Dane

County Contract execution date. The initial term length and renewal terms available are estimates only and are subject to change.

If applicable, any optional or renewal terms are not automatic extensions. Renewal terms must be agreed upon mutually by Dane County and Contractor.

Anticipated Terms (Calendar Dates)

Term 1: October 21, 2026 - December 31, 2027

Term 2: January 1, 2028 - December 31, 2028

Term 3: January 1, 2029 - December 31, 2029

Term 4: January 1, 2030 - December 31, 2030 (Renewal)

Term 5: January 1, 2031 - September 30, 2031 (Renewal)

4. Project Overview & Scope of Work

The following definitions and links are used throughout the RFP.

• CCB: City County Building located at 210 Martin Luther King Jr. Blvd., Madison, WI 53703

• PSB: Public Safety Building located at 115 W Doty Street, Madison, WI 53703

• County: Dane County

• County Agency: Department/Division utilizing the service or product.

• Dane County Purchasing website: https://www.danepurchasing.com/

• Proposer/Vendor/Firm/Contractor: a company submitting a proposal in response to this RFP.

• Residents: the Dane County Sheriff's Office defines and describes the individuals housed in our facility as residents rather than inmates. Please consider this throughout this document when you see the word "resident."

4.1. Background

The Dane County Jail is comprised of two facilities:

1. The City-County Building Jail (CCB), located at 210 Martin Luther King Jr. Blvd., Madison, is a linear-style jail which was first built in the 1950s with two floors on the east side of the building. In 1985, the jail was expanded by adding 6th and 7th floor to the west side of the City-

County Building, Total bed capacity of the CCB is 368.

o The CCB is our maximum-security facility and is separated into four wings, 6 East, 7 East, 6

West, and 7 West. It is a linear facility having cell blocks made up of individual cells surrounding a day room or common area. Each cell block typically houses four or eight residents.

2. The Public Safety Building (PSB), located at 115 W. Doty St., Madison was built in 1994. The PSB is designated as a medium/minimum security facility and uses the direct supervision model in the resident housing units. Total housing capacity in the PSB is 504 (including segregation).

o The dorms on the 3rd and 4th floor of the PSB are large open rooms with no individual cells. Residents are double-bunked in a portion of each pod. The large pods house up to 50 residents. There are also split pods which house up to 24 residents on one side and 28 on the other. The deputy station is at one end and looks into both split pods. There are currently 204 beds each on third and fourth floors.

Jail Consolidation Project:

In early 2024, the County began a building project intended to update and consolidate the jail facilities. This project will result in all jail residents being housed in one facility. The project involves the https://www.danepurchasing.com/ construction of a six-floor tower connected to the back of the Public Safety Building Jail located at 115

W. Doty St., Madison. The project will be completed in phases with an estimated completion date of early 2027.

The first phase of the project (the six-floor tower) is estimated to be completed in mid-2026. At that time, the 3rd and 4th floor of the PSB will be vacated to allow for renovation of those spaces. Additional renovation will occur in the PSB visitation area and male housing on first floor.

When finally completed in mid-2027, the consolidated jail facility will provide appropriate bed space for residents with medical and mental health needs and effectively eliminate the need for our outdated linear-style housing found in the CCB. The consolidated jail is designed to house minimum, medium, and maximum residents using primarily the direct supervision model.

• The new first floor will consist of temporary dorm-style housing and more restrictive single-cell disciplinary-style housing. The floor will house up to 72 residents.

• Second/Third floor in the tower will be a mix use floor with single occupancy cells and sub-dayrooms, and double occupancy cells configured in a tiered style housing. This floor will house up to 124 residents.

• Fourth floor will be our Medical and Mental Health floor. It will include a complete remodel of the PSB 4th floor. The floor will include separate housing for: male medical, male mental health, female medical, and female mental health. There is a mix of single-occupancy cells with/ sub-dayrooms, double-occupancy cells, dorm-style housing, and medical cells. The floor will house up to 119 residents.

• Fifth floor will have two General population (GPOP) housing units in a tiered configuration. All cells are double-occupancy with a large open dayroom. The floor will house up to 124 residents across the two housing units.

• Sixth floor will also have two GPOP housing units in a tiered configuration. All cells are double-occupancy with a large, open dayroom. The floor will house up to 124 residents across the two housing units.

The total housing capacity of the consolidated jail will be 825.

4.2. Scope of the Project

The contract shall cover all resident commissary, banking and trust account services for the Dane County

Sheriff’s Office Security Services Division. This includes the following jail sites:

• City-County Building, 210 Martin Luther King Jr., Blvd., Madison, WI 53703;

• Public Safety Building Jail to include the South Tower, 115 W. Doty St., Madison, WI 53703;

Commissary Services shall include the operation of a commissary service by the Vendor to indirectly manually sell to residents specified food, snacks, beverages, and personal items, and deliver them to each resident in the housing units.

Services provided under this RFP and resulting contract shall be expandable to service any new facility construction and/or expansion.

4.3. Objectives & Needs

Objectives:

The County wishes to identify commissary services that provide greater efficiencies for day-to-day operations. In particular, the County is interested in proposals that will interface with the current

ViaPath tablets. At a minimum the following are required:

1. Vendor Commissary software interface with Motorola’s Flex Data Exchange API.

2. Vendor software interface with our resident telephone/tablet provider

3. Online or web-based tracking commissary services of item sales, invoices, and revenue

4. Ability to query commissary services weekly, monthly, yearly sales, invoices, and revenue.

5. Two Lobby kiosks which allow family members to deposit funds onto a resident’s account

6. Booking/intake kiosk

7. Resident banking and trust accounting services with robust reporting capabilities

Needs:

1. Vendor shall have the ability to offer a wide variety of products depending on resident needs for commissary and the ability to modify the product lines at the request of the Sheriff’s Office.

With the new contract, it is the intent of the Sheriff’s Office to acquire the commissary services exclusively from a single Vendor.

2. Food service for residents of the Dane County Jail is currently provided by the County and is not part of this proposal, and should not be included in the response.

4.4. Current Operations

The County currently contracts with CBM for commissary services and Lockdown software.

In 2025, the average daily under-roof population (ADP) for all three facilities was 648. A three-year ADP average from 2023 to 2025 was 649.

Commissary services are provided from the Vendor’s off-site warehouse. Ordering is done via telephone or tablet on Sunday evenings. The spending limit for commissary is a total of $200 per week for any combination of internal/web orders. The current delivery schedule is as follows:

1. Wednesday o CCB, PSB deliveries

2. Thursday o Re-delivery to all buildings for inmates that were not available during regular delivery

(Attorney visit, court, work-release, etc.)

3. Credits o Credits shall be issued after two attempts are made to deliver to the inmate (normal delivery and re-delivery attempts).

o If the inmate is not available, a credit shall be issued to the inmate the following Monday after two failed attempts to deliver.

4. Holiday Delivery o If Thanksgiving, Christmas, or New Year’s Day fall on a delivery day, the Provider shall give the inmates 3 weeks’ notice of the schedule change.

o Schedule changes shall fall within the same week as the holiday.

5. Emergent Changes o The County shall be given a minimum of 24 hours’ notice of emergent changes to the delivery schedule.

The distribution normally takes 5-6 hours, typically 8:00am - 1:00pm to hand out commissary orders in both buildings (PSB and CCB) with 1 deputy escort and the CBM workers in the PSB and an additional 2-3 deputies assisting them in the CCB.

Average Bail/Bond amount: $700

Commissary Sales by Month:

Month 2021 2022 2023 2024 2025

January $54,194.65 $88,342.76 $95,869.69 $82,018.70 $61,079.10

February $54,216.09 $79,540.98 $77,856.64 $65,973.03 $69,461.50

March $86,473.28 $86,452.85 $82,586.49 $76,053.03 $88,116.81

April $75,769.16 $88,320.39 $80,195.59 $86,100.45 $72,190.06

May $83,976.09 $99,950.85 $96,875.03 $61,855.97 $72,443.74

June $65,968.46 $73,869.15 $75,829.03 $60,494.19 $85,681.51

July $64,323.60 $80,422.18 $96,050.11 $72,693.89 $65,470.29

August $74,252.42 $89,911.94 $68,438.34 $59,687.44 $69,851.69

September $56,901.53 $69,691.51 $70,760.77 $79,276.01 $89,444.03

October $61,261.66 $95,594.50 $85,755.25 $60,504.70 $68,871.55

November $78,679.36 $76,879.24 $69,877.67 $57,928.67 $71,906.55

December $61,115.27 $80,252.33 $69,213.27 $73,053.69 $92,458.26

Commissary Orders & Deposit Activity Snapshot:

Description December January February

Number of Commissary Orders 2483 2114 1691

Number of Trust Fund Deposits 3284 3425 2642

Total Dollar Amount for Trust Fund

Deposits

$259,895.84 $227,034.17 $268,446.94

Number of Bail/Bond Deposits 442 462 363

Total Dollar Amount for Bail/Bond

Deposits

$212,783.80 $249,331.60 $241,912.20

Trust Fund Deposit Method - Fee Structure:

4.5. Requirements - Commissary Services - General

1. The Sheriff’s Office wishes to limit staff involvement in commissary services to including handing out, collecting, and processing commissary order forms. The Vendor should identify a range of options for commissary ordering such as the use of kiosks, tablets, or telephonic ordering. All costs associated with the implementation of associated technology are the responsibility of the provider.

2. The Resident Commissary Software must have the ability to receive information from the existing Records Management System. The system must interface directly with Motorola’s Flex

Data Exchange API – Vendor is responsible for signing an agreement with Motorola for access to their API and any associated costs. Any necessary changes to the interface due to upgrades to the RMS are the responsibility of the Vendor.

3. The Vendor should have the ability to restrict access to commissary based on facility security and medical concerns.

4. The Vendor shall be financially responsible for obtaining all required permits, licenses, and bonding to comply with pertinent municipal, County, State and Federal laws, and shall assume liability for all applicable taxes including but not restricted to sales, property, and beverages.

4.6. Requirements - Commissary Services - Product Specifications

1. The list of products which shall be offered by the Vendor for residents on an “order basis” from the commissary service includes a minimum of the selections from Attachment A - Menus - CCB

& PSB. Final menu shall be agreed upon between the Vendor and Sheriff’s Office. Products shall include, but are not limited to:

1. Candy, Nuts, Cookies

2. Toilet Articles

3. Miscellaneous Items-Commissary Service

4. Over the Counter Medications

5. Beverages, individual packs

6. Stamps (Limit of 10 Stamps)

7. Clothing Items

8. Food/Pastry Items

9. Snack and food Items for residents with diet restrictions

10. Healthy Snack Options

2. The Vendor shall take under advisement the Sheriff’s Office’s wishes regarding such considerations as brand preference, design and container material specifications of all items, use of state products, and use of local Vendors where the resulting costs do not significantly impact costs to residents.

3. The Vendor shall comply with the portions and prices specified in this contract and those additions/deletions arrived at by mutual agreement of the Sheriff’s Office and Vendor at the start of this contract. The item-portion and price schedule included in these specifications shall also serve as a price and portion guide for other items not specifically included.

4. No price changes are allowed during the first term of the contract. Thereafter, price changes may be submitted to the Sheriff’s Office for consideration in January and July.

1. All requests will be considered within 10 business days.

2. The County reserves the right of final approval on all items, offering and prices.

3. Approved changes will be implemented after providing two weeks notification to the resident population.

5. The Sheriff’s Office currently maintains a contract with ViaPath for resident telephone services. The Vendor agrees to provide phone minutes for sale, to, and for use by residents through commissary. The Vendor is responsible for coordinating this service with ViaPath. Any costs associated with this are the responsibility of the Vendor .

1. Contact for ViaPath is: Charles Lintz, charles.lintz@viapath.com

6. The County expects fair and competitive pricing for residents. One marker for competitive pricing is retail prices of similar items at retail outlets in Dane County.

mailto:charles.lintz@viapath.com

4.7. Requirements - Commissary Services - Operations

1. The Vendor shall provide a commissary service for residents on an as needed pre-order basis once per week on a delivery schedule acceptable to both parties. The County prefers to keep the schedule as outlined in the Current Operations section. Such forms or automated order interface shall show the items available, their current price, and indicate that sales tax is included in the price.

1. The County will not consider scanned forms as a viable option for commissary ordering. At a minimum, the Vendor shall work with the Sheriff’s Office resident telephone provider

ViaPath to interface with their call processing equipment to facilitate commissary ordering, and through ViaPath tablets. In addition specify the firm’s willingness to contribute to necessary capital improvements to support the different alternatives.

2. All sales shall be made via resident phone ordering, internet, or tablets using an automated order user interface provided by the Vendor.

3. The commissary ordering system must be completely integrated with the trust accounting system, requiring no additional data entry for ordering or billing in the trust accounting system. The commissary ordering system must allow residents to identify products for purchase and hear/see their current trust account balance. Completed commissary orders must not be billed to resident accounts until the resident’s housing unit is processed as an entire batch. Any resident restrictions existing at the time the housing unit batch is processed shall be enforced.

4. Vendor's employees shall deliver product directly to the resident on-site at his/her housing unit. For identification purposes, the Vendor's employees shall check the resident’s identification bracelet prior to delivering the commissary to ensure the commissary is delivered to the correct resident. The Vendor shall assure that at least one delivery employee will be able to communicate effectively in English to resolve questions and issues with the resident at the time of delivery. Service schedule revisions to accommodate security requirements, holiday periods and unique Sheriff’s Office needs shall be determined by the Sheriff’s Office.

2. The Vendor shall maintain on its own, off-site premise, a large selection of items to be made available through the Sheriff’s Office Commissary Program. The Vendor shall furnish all food, beverages, supplies and equipment herein specified and all management and labor necessary for the efficient, sanitary and ecologically sound operation of the commissary services included in this contract, subsequent extension and amendments.

1. Purchase and payment for inventory and stock is the sole responsibility of the Vendor.

2. The County reserves the right to inspect the warehouse at the Sheriff’s Office discretion.

3. The Vendor shall maintain an adequate inventory of items specified for this service to fill each resident’s order on the day required. It is acceptable to deliver orders on the day following the placement of the order. “Short” or “Back” orders are not permitted. Substitutions, deletions, or additions of products or portions specified shall have prior approval of the Sheriff’s Office.

Substitutions initiated by the warehouse staff are not acceptable.

4. The Sheriff’s Office shall work closely with the Vendor to maintain a variety of items and brands that meet resident needs and have a high turnover rate. Slow-moving items may be removed from the required list by mutual agreement of the Sheriff’s Office and Vendor, with the exception of those items determined to be necessary by medical providers and jail administrators for the health and hygiene of residents. Consistency in the items and brands sold is a priority, as is the desire to maintain variety.

1. The COUNTY shall approve…