Keefe Commissary Network, LLC - Technical.pdf

SEALED BID:

Keefe Commissary Network, L.L.C.

DBA Access Securepak

JOB NO.:

RFP # 116783 O3

Holiday Food Gift Program

BID OPENING DATE:

September 8, 2023

Nebrasks Department of Correctional Services 801 W. Prospector Place, Bldg. #1 Lincoln, NE 68522

Attn: Julie Schiltz

Keefe Commissary Network, LLC DBA Access Securepak

13870 Corporate Woods Trail Bridgeton, MO 63044

314-264-2900 Attn: Kenneth Wright

VP Sales

ORIGINAL

10880 Linpage Place Saint Louis, Missouri 63132 314.919.4100 Fax: 314.919.4111 keefegroup.com

September 7, 2023

Nebraska Department of Correctional Services Attn: Julie Schiltz 801 W. Prospector Place - Building #1 Lincoln, NE 68522

Re: RFP # 116783 O3 – Holiday Food Gift Program

Ms. Schiltz:

Keefe Commissary Network, L.L.C. (herein, “Keefe”) would like to thank the Nebraska Department of Correctional Services (“NDCS”) for the opportunity to submit a response to RFP # 116783 O3 for the Holiday Food Gift Program for the Department of Correctional Services.

We have read the RFP and meet or exceed all requirements within the scope of this RFP. Keefe agrees to provide all services as required and described in RFP 116783-O3.

Our contact information:

Vendor Name – Keefe Commissary Network L.L.C. DBA Access Securepak Primary Contact – Aaron Sickles, Account Manager Telephone Number – (314) 264-2900 Fax Number – (314) 264-2901 Email Address – aaron.sickles@keefegroup.com

Ken Wright, Vice President, is authorized to legally obligate Keefe to provide the Holiday Food Gift Program Services as required.

At Keefe we focus every day on achieving the highest standards of quality, integrity and accountability in our business and believe we are the candidate best suited to exceed your expectations.

Thank you for your consideration of our company.

Sincerely, John Puricelli Executive Vice President jpuricelli@keefegroup.com

Nebraska Department of Correctional Services Tab 3 Holiday Food Gift Program Section III - Contractor Duties RFP # 116783 O3 ©2023 Keefe Group® Page 3-5

1. WORKERS' COMPENSATION INSURANCE

The Contractor shall take out and maintain during the life of this contract the statutory Workers' Compensation and Employer's Liability Insurance for all of the contactors' employees to be engaged in work on the project under this contract and, in case any such work is sublet, the Contractor shall require the Subcontractor similarly to provide Worker's Compensation and Employer's Liability Insurance for all of the Subcontractor's employees to be engaged in such work. This policy shall be written to meet the statutory requirements for the state in which the work is to be performed, including Occupational Disease. The policy shall include a waiver of subrogation in favor of the State. The COi shall contain the mandatory COI subrogation waiver language found hereinafter. The amounts of such insurance shall not be less than the limits stated hereinafter. For employees working in the State of Nebraska, the policy must be written by an entity authorized by the State of Nebraska Department of Insurance to write Workers' Compensation and Employer's Liability Insurance for Nebraska employees.

Keefe Response: Keefe has read, understands, and will adhere.

2. COMMERCIAL GENERAL LIABILITY INSURANCE AND COMMERCIAL AUTOMOBILE

LIABILITY INSURANCE

The Contractor shall take out and maintain during the life of this contract such Commercial General Liability Insurance and Commercial Automobile Liability Insurance as shall protect Contractor and any Subcontractor performing work covered by this contract from claims for damages for bodily injury, including death, as well as from claims for property damage, which may arise from operations under this contract, whether such operation be by the Contractor or by any Subcontractor or by anyone directly or indirectly employed by either of them, and the amounts of such insurance shall not be less than limits stated hereinafter.

The Commercial General Liability Insurance shall be written on an occurrence basis, and provide Premises/Operations, Products/Completed Operations, Independent Contractors, Personal Injury, and Contractual Liability coverage. The policy shall include the State, and others as required by the contract documents, as Additional lnsured(s). This policy shall be primary, and any insurance or self insurance carried by the State shall be considered secondary and non-contributory. The COi shall contain the mandatory COi liability waiver language found hereinafter. The Commercial Automobile Liability Insurance shall be written to cover all Owned, Non-owned, and Hired vehicles.

Nebraska Department of Correctional Services Tab 3 Holiday Food Gift Program Section III - Contractor Duties RFP # 116783 O3 ©2023 Keefe Group® Page 3-6

Please see Attachment C – Insurance for Certificates of Insurance required for this RFP.

3. EVIDENCE OF COVERAGE

The Contractor shall furnish the Contract Manager, via email, with a certificate of insurance coverage complying with the above requirements prior to beginning work at:

Department of Correctional Services RFP #116783 03 dcs.purchasing@nebraska.gov

These certificates or the cover sheet shall reference the RFP number, and the certificates shall include the name of the company, policy numbers, effective dates, dates of expiration, and amounts and types of coverage afforded. If the State is damaged by the failure of the Contractor to maintain such insurance, then the Contractor shall be responsible for all reasonable costs properly attributable thereto.

Reasonable notice of cancellation of any required insurance policy must be submitted to the contract manager as listed above when issued and a new coverage binder shall be submitted immediately to ensure no break in coverage.

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N. TIME IS OF THE ESSENCE

Time is of the essence with respect to Contractor's performance and deliverables pursuant to this Contract.

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Per Addendum 1 –

5. Each incarcerated individual may receive two (2) orders. The combined order total shall not exceed the pre-approved order total set by NDCS. The approved order total will be made available via the annual order form.

a. If orders for an incarcerated individual(s) are more than the approved order total, NDCS will provide notice (to the incarcerated individual and/or the contractor) which orders are to be cancelled/cannot be fulfilled. If, during the period of the contract, the Department of Correctional Services increases the allowable order amount, the Contractor will be notified in advance.

i. Example: Incarcerated individual Doe's parent submits an order on October 7, 2023, for $94 and incarcerated individual Doe's wife submits an order for $35 on October 20, 2023. Because the two orders together total more than $120, incarcerated individual Doe's wife will be advised that her order, which was received last and pushes the total over $120, will not be placed. The first order will be fulfilled. NDCS Accounting provides notice to incarcerated individual(s), friends or families of orders exceeding the limits (number of orders or cost overages).

If NDCS would allow Keefe/Access Securepak to manage the order placement process, Keefe’s proven software has the ability to ensure that the combined dollar limit of $120 (or whatever the maximum limit is) is not exceeded in real time via our public facing website for family/friends to place orders and our facility provided web access for placement of inmate purchased orders.

However, if NDCS still desires to use their method as outlined in this solicitation, Keefe’s process will support NDCS method as well.

C. ANNUAL HOLIDAY GIFT PROGRAM SCHEDULE

The timeline below may be used as a general annual timeline however it is subject to change.

1. Early October:

a. Holiday Gift Program notice is posted on NDCS Website with an Order Form to be utilized for Outside Orders (family/friends) and Inside Orders (incarcerated individuals direct orders).

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i. This notice will include the order form and important dates that may fluctuate each year.

2. Early November:

a. Order cutoff date will be early November each year. The specific dates will be listed in the notice and on the order form.

3. Mid/late November:

a. NDCS will provide the contractor with a summary list of packages ordered with totals by each product item.

4. Early December:

a. NDCS provides labels to contractor with incarcerated individual(s) Name, Number, Institution and Housing Location (including county jails).

i. Because labels include the incarcerated individual(s) housing location, which is subject to change, providing labels as close to delivery date as possible is ideal.

ii. A detailed order list by incarcerated individual will accompany the labels.

5. Mid/late December:

a. Contract vendor ships/delivers products to arrive at each NDCS facility and location (including county jails).

b. Orders must arrive at facilities at the mutually agreed period.

i. This timeframe will be determined annually during the preparation of the order form.

Keefe will work with the NDCS on the timeline upon award of a contract.

A sample timeline has been included below.

The timeline below begins upon contract award.

D. ORDERING PROCESS

The following restrictions will apply to all orders:

1. All order forms submitted by family or friends must be accompanied by a MONEY ORDER payable to "THE DEPARTMENT OF CORRECTIONAL SERVICES".

a. Cash or checks will not be accepted and will be returned to sender with the order form.

Nebraska Department of Correctional Services Tab 5 Holiday Food Gift Program Section V – Project Description and Scope of Work RFP # 116783 O3 ©2023 Keefe Group® Page 5-4

b. All holiday orders must be sent to the Department of Correctional Services Central Office Accounting.

i. Nebraska Department of Correctional Services

Accounting - HOLIDAY GIFT PLAN PO Box 94661 Lincoln, NE 68509-4661

Keefe Response: Keefe has read and understands.

2. Incarcerated Individuals placing an order for themselves must complete the order form and submit it to the Business Office who will send to Central Office Accounting with an accompanying institutional check payable to "The Department of Correctional Services".

a. All institutional checks with insufficient funds will be returned to the incarcerated individual placing the order.

3. All order forms, money orders and institutional checks must be received at Central Office Accounting prior to the order cutoff date.

a. Orders received after this date will be returned to the sender, there will be no exceptions.

4. Each incarcerated individual will be allowed two (2) order forms; combined total may not exceed the approved NDCS order allowable.

a. If combined total of two (2) order forms exceeds the order allowable, the last order received will be returned with the money order or institutional check.

b. If a single order exceeds the order allowable, it will be returned to the sender with the money order or institutional check.

c. If more than two (2) orders per incarcerated individual are received, the remaining orders will be returned to the sender.

If NDCS would allow Keefe/Access Securepak to manage the order placement process, Keefe’s proven software has the ability to ensure that the combined dollar limit of $120 (or whatever the maximum limit is) is not exceeded in real time via our public facing website for family/friends to place orders and our facility provided web access for placement of inmate purchased orders.

However, if NDCS still desires to use their method as outlined in this solicitation, Keefe’s process will support NDCS method as well.

E. SAMPLES

1. During the RFP evaluation sample(s) may be requested only by NDCS Purchasing.

a. Sample(s) are to be provided within five (5) business days of written request.

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b. Sample(s) will be provided at no cost to NDCS.

c. Failure to provide sample(s) or if sample(s) do not meet requirements, may deem the proposal as a non-responsive.

Upon the request of NDCS, Keefe will provide samples to NDCS Purchasing within five (5) business days of written request at no cost.

2. Samples may be requested by NDCS Purchasing at any time during the life of the contract.

a. Samples are to be provided within five (5) business days of written request.

b. Samples will be provided at no cost to NDCS.

c. Failure to provide sample(s), not meeting the requirements may constitute a breach of the contract.

Upon the request of NDCS, Keefe will provide samples to NDCS Purchasing within five (5) business days of written request at no cost.

F. BIDDER REQUIREMENTS

1. Provide Product Ingredients List(s) with the proposal response.

a. If not included with proposal response, the lists must be provided to NDCS

Purchasing with five (5) business days of written request.

Please see Exhibit 1 – Proposed Products for product ingredients for current in stock items.

The holiday specific items that are not in stock yet can be provided upon request of NDCS.

2. Each year of Holiday Food Gift Plan, new product ingredients lists will be provided for posting to the incarcerated individual population.

3. Administrative fee

a. The respondent must indicate (if any) the percentage(%) of Administrative Fee provided to NDCS from total order of sales on the space available on the cost proposal. The proceeds from the Administrative Fee shall be credited into the Inmate Welfare and Club Accounts Fund created under Neb. Rev. Stat. 83- 915.01

b. If no Administrative Fee will apply, please indicate so.

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Keefe agrees to pay NDCS an Administrative Fee equal to the percentage submitted via the Cost Proposal document on the final Net Sales for the Holiday Food Gift Program.

G. PRODUCT LITERATURE

1. Complete specifications, manufacturer's current descriptive and/or advertising data sheets with cuts or photographs must be included with the response for the IDENTICAL items proposed.

2. Any information necessary to show compliance with these specifications not given on the manufacturer's descriptive literature and/or advertising data sheets must be supplied in writing on or attached with the response.

3. If manufacturer's information necessary to show compliance with these specifications is not attached to the proposal, the Bidder may be required to submit requested information within three (3) business days of a written request. Failure to submit requested descriptive literature or advertising data sheets may be grounds to reject the proposal.

Please see Exhibit 1 – Proposed Products for descriptive literature for current in stock items.

The holiday specific items that are not in stock yet can be provided upon request of NDCS.

H. PRODUCT REQUIREMENTS AND RESTRICTIONS

1. Respondent should refer to 1.1.a for historical data of previously offered product.

2. Respondent may propose an optional list of products and pricing for NDCS review.

3. NDCS will select approximately 15 products and/or packages for each year's holiday offering.

a. NDCS typically selects a variety to include cheese, meat, sweet and savory products, and package combinations.

4. No fresh fruit or dried fruit products are allowed for security reasons.

5. All Products must be of the highest quality.

6. All products proposed should be equivalent to the variety of items and/or package combinations as described in 1.1.a, and the Cost Proposal.

7. AII products provided should be equivalent to a single serving package.

8. Items cannot require refrigeration.

9. Product described as Kosher or Halal must be labeled with industry standard certified kosher/halal symbol.

a. Products offered that are Kosher or Halal, must be indicated in the response.

10. Package collections are acceptable, as are a la carte individual products.

11. Product quality must meet specifications.

a. A guarantee of satisfactory performance by the supplier and meeting delivery dates are an integral part of a successful holiday gift program.

b. All materials must be of first quality, under standard production by the manufacturer and be of standard design, complete as regularly advertised and marketed and be of proven performance.

c. Products are to be fully guaranteed and may be returned for full credit or replacement (at NDCS's discretion) for any reason during the initial warranty period with no additional charges for shipping and restocking.

12. Use by dates

a. All products must clearly be labeled with Use-By dates, which must be at least 60

Nebraska Department of Correctional Services Tab 5 Holiday Food Gift Program Section V – Project Description and Scope of Work RFP # 116783 O3 ©2023 Keefe Group® Page 5-7 days beyond delivery date.

Please see the Cost Proposal for a listing of all items offered. Items that are Kosher and/or Halal have been indicated in the response.

I. 2022 ANNUAL FIGURES

1. 2022 Historical figures provided as estimates only.

a. These are not considered as minimum or maximum purchase quantity.

Contractor shall not impose minimum order requirements.

Item description 2022 Qty sold Warm & Hearty Welcome Gift Box 615

Cheese Favorites Box 222

Turkey Hickory Sampler Gift Box 182

Jalapeno Cheddar Blend (3 Pack) 291

Smoked Cheddar Blend (3 Pack) 207

Farmhouse Cheddar (3 Pack) 80

Signature Beef Summer Sausage (3 Pack) 543

Signature Chocolate Collection 183

Sweet & Smoky Turkey Summer Sausage (3 pack) 321

Milk Chocolate Sea Salt Caramels 193

Snow Mints 282 ltty Bitty Peppermint Pretzel Bites 252 ltty Bitty Christmas Non-Pareils 158 ltty Bitty Brownie Bites 990

Chocolate Carmel Corn 532

White & Dark Chocolate Peppermint Bark 107

Mini Meltaway Mints 401

Beef Sampler Box 446

J. GIFT PACKAGE SECURITY REQUIREMENTS

1. No glass containers are allowed.

2. No tiny knives, spreaders or implements are allowed; neither metal, twist tie, nor plastic is acceptable.

3. Packaging materials such as shredded paper, Styrofoam "peanuts," bubble wrap, etc.

should be kept to the absolute minimum and avoided if possible. It is preferred these items are not used.

4. Bulk packaging is acceptable; bidder's proposal should describe in detail.

5. Packaging in clear plastic or plastic mesh by incarcerated individual order is acceptable.

6. Requested samples for proposal evaluation must include the packaging that will be provided for security review.

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Once NDCS has sent the order detail to Keefe for all orders to be fulfilled, Keefe will input these orders into our Order Management System which will provide Keefe the ability to print pick slips for actual order fulfillment.

All orders will be placed into their own individual poly bags with ¼” perforated holes (prevents the bag from being used for unauthorized uses). These poly bags will be sealed with tamper evident tape. Each poly bag will have a label applied to the outside of the package with the appropriate inmate identifying information – inmate name, ID number, housing, facility, etc.

One or more poly bags may be placed into a large cardboard box for transporting to the facility where the inmate is housed.

A manifest will also be created that lists all orders by inmate name and ID sent to a specific facility. This manifest will accompany the physical shipment or can be sent electronically via email.

K. PACKAGING and DELIVERY

1. Packaging

a. Orders are to be shipped using the NDCS provided labels and shipped to each individual facility.

b. Packaging must be suitable size and of strength to protect the contents during shipping, handling and distribution as stated below.

c. Orders must be packaged individually by the incarcerated name/number.

i. For example: There are 2 orders placed for John Doe. All orders will be packaged in one package. The package will be labeled with John Doe's name and number.

All orders will be packed with the inmate name and label on the outside of the package. The packaging will protect all contents during shipping handling and distribution. In addition, should more than one order be placed for an incarcerated individual the orders will be merged and shipped together in one package with the incarcerated individual’s name present.

2. Delivery

a. If delays in delivery are anticipated, the Contractor will immediately notify NDCS of the expected delivery date.

b. The order may be canceled if the delivery time is unsatisfactory, and NDCS may procure item(s) from other sources and the Contractor may be held responsible for any/all excess cost.

c. Complete deliveries to each facility are critical.

d. Contractor will call each facility 30 minutes to one (1) hour prior to arrival.

e. At the time of delivery, a designated NDCS employee will sign the

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"invoice/packing slip". This signature will only indicate that the order has been received and that the items delivered agree with the delivery invoice. This signature does not indicate all items were received in good condition and/or that there is not possible hidden damage.

3. Delivery Locations Facility address 2022 packages ordered Nebraska State Penitentiary (NSP) 14th Street & Pioneers Blvd. Lincoln, NE 68502

Reception And Treatment Center (RTC) 3218 West Van Dorn Street Lincoln, NE 68522

Community Correctional Center Lincoln (CCCL) 2720 West Van Dorn Street Lincoln, NE 68522

Tecumseh State Correctional Institution (TSCI) 2725 North Highway 50 Tecumseh, NE 68450

Nebraska Correctional Center for Women (NCCW) 1107 Recharge Road York, NE 68467

Omaha Correctional Center (OCC) 2323 East Avenue J Omaha, NE 68110

Community Correctional Center Omaha (CCCO) delivered to OCC 2320 East Avenue J Omaha, NE 68110

Nebraska Correctional Youth Facility (NCYF) 2610 North 20th Street East Omaha, NE 68110

Work Ethic Camp (WEC) 2309 North Highway 83 McCook, NE 69001

County Jails will be delivered to Central Office 801 W. Prospector Place, Bldg #1 Lincoln, NE 68522

L. CONTRACTOR REQUIREMENTS

1. Maintain sufficient inventory to process and deliver within dates specified. There will be no minimum order requirements.

M. NDCS REQUIREMENTS

1. For security purposes, NDCS will monitor all product coming into its facilities. All product provided under this program must conform to standards for packaging, product quality and delivery timeframe.

2. NDCS will place limits on the amount of product that can be ordered by incarcerated individual(s), family, and friends.

3. NDCS staff will provide the physical inspection and delivery inside the facilities.

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N. DELIVERABLES

1. See Cost Proposal

Please see Keefe’s Cost Proposal.

O. OPTIONAL FUTURE PROCESSING

1. NDCS is interested in and may prefer automating the Holiday Food Gift Plan. NDCS will continue to require control mechanisms and review of orders by dollar limit and number of orders per incarcerated individual.

a. Proposals should provide a description of the ability for automation, including but not limited to:

i. A secure website and electronic process for family and friends to make purchases.

ii. Website shall be available in both English and Spanish.

iii. Method to verify that purchase is for an incarcerated individual within

NDCS facility.

iv. No additional processing charges: use of the secured website is to be cost-free to the purchaser.

v. Family/Friend purchases may be made via debit or credit card, PayPal or other thirdparty secure option, and money order.

vi. Incarcerated individual orders would continue to be managed through

NDCS Accounting.

vii. Reporting methods must allow NDCS to verify that all established dollar limits and number of orders placed are within Holiday Food Gift Program parameters.

viii. Data reports and order files will be sent to NDCS in an Excel or CSV format.

ix. All equipment used must comply with Nebraska Information Technology Commission (NITC) and Nebraska Office of the Chief Information Officer (OCIO) Standards and Guidelines. The Standards and Guidelines are available at http://www.nitc.ne.gov/standards/.

Keefe offers via its Access Securepak platform a complete online process today that accepts and ships over 1.7 million packages on an annual basis to over 600 Correctional Agencies (State, City and County). These orders were placed by family/friends or via the inmate themselves using various web applications that Access Securepak has created to service the correctional market.

Please see the following information on how Order Management and Order Fulfillment is managed by Keefe/Access Securepak.

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The Securepak Package Program has two general components of operation—Order Management and Order Fulfillment.

Keefe will handle the following aspects of order management from our corporate offices in St. Louis, Missouri (all subject to NDCS approval):

• Developing the type of program

• Selecting the menu

• Creating marketing materials

• Enforcing rules and restrictions

• Soliciting and processing orders

• Providing customer service.

• Managing all financial transactions

• Correcting order discrepancies

• Providing research capabilities

Program Type Keefe will summarize the current program or outline the proposed program if it is the initial venture. Example - The NDCS currently only allows a food program for holidays.

Keefe can build the Securepak program around various criteria, including order dollar amount, weight, and frequency, and item and category restrictions. We will adhere to all NDCS rules and regulations.

Menu Selection Each order cycle, Keefe will submit a menu with prices for NDCS’s review and approval.

Keefe will be responsible for any sales tax collection and remittance.

Marketing Materials After a menu is finalized, and before the program begins, Keefe will submit sample marketing materials for NDCS review and approval. Upon receiving approval, we will produce catalogs, order forms, and posters for distribution throughout the DOC at least two weeks before the new program begins. We will also create a Securepak website—with the web address being nebraskapackages.com.

Order Solicitation/ Order Entry/ Customer Support Keefe will handle all order solicitation and order entry functions necessary to provide NDCS a secure package program.

Keefe accepts orders via the internet, phone, fax and mail. Our full-service call center is staffed by more than 95 customer service representatives (many English- and Spanish-speaking), who will accept orders from inmates’ family and friends and address customer inquiries. Call center support is available 7:30 a.m. – 11 p.m. CST, Monday through Friday, Nebraska Department of Correctional Services Tab 5 Holiday Food Gift Program Section V – Project Description and Scope of Work RFP # 116783 O3 ©2023 Keefe Group® Page 5-13 picking orders, training workers, assigning tasks, managing pick-spot locations, identifying packages after fulfillment and shipping orders. Keefe will utilize a “blind pull” method to ensure that the inmate receiving the package remains anonymous during the order picking and packing process.

Keefe will handle the following order fulfillment components to ensure an efficient and effective secure package program:

Management Keefe will provide all management personnel and staff to process and fulfill all Securepak orders. We will also determine and maintain inventory needed to ensure a 100% order fill rate.

Keefe has designed an arena layout that ensures an efficient, blind-pull order fulfillment process. The design will cover physical equipment such as carton flow racks, conveyors, tables, pallet racks, and shelving, as well as any electrical and network connections needed.

Equipment Keefe will provide all computer hardware and peripherals, network connections, and security and warehouse equipment necessary to facilitate a successful Securepak program.

Document Printing – Pick Slips, Package Labels, and Pack Slips Keefe will manage all printing functions related to generating pick slips each day. Pack slips and bag labels will be generated / printed at the end of the production line, after the order is complete and sealed, by scanning a bar code on the pick slip. Not until this point in the order fulfillment process will the identity of the package recipient be visible.

Production and Delivery Keefe will coordinate with each NDCS location to ensure Securepak packages arrive as scheduled and are delivered to the inmate population correctly. We will provide a shipping manifest with each delivery to support the package distribution process.

Keefe will ensure that every order is securely packaged to deter contraband, and that all staff are fully trained for any task they are assigned.

b. Bidder requirements

i. Should outline the process for verification via all purchasing methods (other process methods should be outlined in detail).

ii. Should provide an implementation timeline in their response.

iii. Must meet or exceed the minimum NDCS security and process needs.

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Securepak packages can be placed by any of the following methods:

• Secure Website: nebraskapackages.com

• Toll-Free Phone Number: (800) 546-6283

• Fax Number: (866) 754-2813

• Mail: Access Securepak (NE)

10880 Linpage Place St. Louis, MO 63132

Shoppers can pay via Mastercard, Visa or Discover credit or debit cards, money orders or cashier checks. Our full-service call center is staffed by more than 95 customer service representatives (many English- and Spanish-speaking), who will accept orders from inmates’ family and friends and address customer inquiries. Call center support is available 8:30 a.m. – 12 a.m. EST, Monday through Friday, and 11 a.m. – 5 p.m. EST on Saturdays.

Keefe will provide all financial management services related to the Securepak program, including collecting money from anyone purchasing a package and issuing any refunds owed to a customer.

Keefe will be responsible for all financial transactions between the buyer of the package and Keefe, and will promptly refund any money owed to a buyer.

Upon award of a contract, Keefe will work with NDCS on an implementation plan that best suits both parties and meeting the timeline of the state. A sample plan has been added on the following page for reference.

c. Contractor requirements

i. Provide a method for purchaser to add the incarcerated individuals name and number to the order(s).

ii. Maintain a card association/company payment card industry data security complaint website.

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iii. Be responsible for maintaining PCI DSS Compliance and providing documentation of ongoing compliance annually or as required by the State of Nebraska Treasurer's Office and NDCS.

iv. Notify NDCS immediately of any data security breach of the Contractor's operated solutions.

v. Notify NDCS immediately if their company is no longer PCI DSS compliant for any reason.

vi. May not sell or use cardholder information, including names and addresses, for any other purpose other than those agreed upon in writing with the State of Nebraska Treasurer's Officer and NDCS.

vii. Keep all information about the incarcerated confidential and to make no disclosure to any third party, except as required by law.

viii. Give NDCS prompt notice of such disclosure.

ix. Provide sender identity information to NDCS upon request.

x. Provide hard copy price lists for incarcerated individual population and pricing for family/friends will be visible on their website.

xi. Have a method to notify the purchaser if their purchase had been rejected by NDCS due to exceeding the established dollar limit for the incarcerated individual or number of orders.

The Access Securepak platform meets or exceeds all the requirements listed above and will have no problem implementing a Family/Friends/Inmate package program however NDCS wishes to proceed.

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SECTION VI – PROPOSAL INSTRUCTIONS

VI. PROPOSAL INSTRUCTIONS

This section documents the requirements that should be met by bidders in preparing the Technical and Cost Proposal. Bidders should identify the subdivisions of "Project Description and Scope of Work" clearly in their proposals; failure to do so may result in disqualification. Failure to respond to a specific requirement may be the basis for elimination from consideration during the State's comparative evaluation.

Proposals are due by the date and time shown in the Schedule of Events. Content requirements for the Technical and Cost Proposal are presented separately in the following subdivisions:

format and order:

A. PROPOSAL SUBMISSION

1. CORPORATE OVERVIEW

The Corporate Overview section of the Technical Proposal should consist of the following subdivisions:

a. BIDDER IDENTIFICATION AND INFORMATION The bidder should provide the full company or corporate name, address of the company's headquarters, entity organization (corporation, partnership, proprietorship), state in which the bidder is incorporated or otherwise organized to do business, year in which the bidder first organized to do business and whether the name and form of organization has changed since first organized.

Keefe Commissary Network, LLC DBA Access Securepak Limited Liability Company organized in the state of Missouri in 1999

Headquarters:

10880 Lin Page Place St. Louis, MO 63132 314-919-4114

Please see Attachment B – Certificate of Good Standing for Keefe’s registration to do business in the state of Nebraska.

b. FINANCIAL STATEMENTS

The bidder should provide financial statements applicable to the firm. If publicly held, the bidder should provide a copy of the corporation's most recent audited financial reports and statements, and the name, address, and telephone number of the fiscally responsible representative of the bidder's financial or banking organization.

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If the bidder is not a publicly held corporation, either the reports and statements required of a publicly held corporation, or a description of the organization, including size, longevity, client base, areas of specialization and expertise, and any other pertinent information, should be submitted in such a manner that proposal evaluators may reasonably formulate a determination about the stability and financial strength of the organization. Additionally, a non-publicly held firm should provide a banking reference.

The bidder must disclose any and all judgments, pending or expected litigation, or other real or potential financial reversals, which might materially affect the viability or stability of the organization, or state that no such condition is known to exist.

The State may elect to use a third party to conduct credit checks as part of the corporate overview evaluation.

Please see Financials - Proprietary Information for Keefe’s financial statements. Please note we have marked these as proprietary and uploaded them as a separate file.

c. CHANGE OF OWNERSHIP

If any change in ownership or control of the company is anticipated during the twelve (12) months following the proposal due date, the bidder should describe the circumstances of such change and indicate when the change will likely occur. Any change of ownership to an awarded bidder(s) will require notification to the State.

No change in ownership or control is anticipated within the next 12 months.

d. OFFICE LOCATION

The bidder's office location responsible for performance pursuant to an award of a contract with the State of Nebraska should be identified.

Please note the below location will be responsible for the performance of this RFP.

Keefe Commissary Network, LLC DBA Access Securepak 13870 Corporate Woods Trail Bridgeton, MO 63044 314-264-2900

e. RELATIONSHIPS WITH THE STATE

The bidder should describe any dealings with the State over the previous five (5) years. If the organization, its predecessor, or any Party named in the bidder's proposal response has contracted with the State, the bidder should identify the

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Keefe currently has one current contract with the state of Nebraska for canteen items.

The contract number is 14779 OC, see attached. The contract began on May 1, 2017 and runs through April 30, 2024.

f. BIDDER'S EMPLOYEE RELATIONS TO STATE

If any Party named in the bidder's proposal response is or was an employee of the State within the past twenty-four (24) months, identify the individual(s) by name, State agency with whom employed, job title or position held with the State, and separation date. If no such relationship exists or has existed, so declare.

If any employee of any agency of the State of Nebraska is employed by the bidder or is a subcontractor to the bidder, as of the due date for proposal submission, identify all such persons by name, position held with the bidder, and position held with the State (including job title and agency). Describe the responsibilities of such persons within the proposing organization. If, after review of this information by the State, it is determined that a conflict of interest exists or may exist, the bidder may be disqualified from further consideration in this proposal. If no such relationship exists, so declare.

No such relationships exist or has existed.

g. CONTRACT PERFORMANCE

If the bidder or any proposed subcontractor has had a contract terminated for default during the past five (5) years, all such instances must be described as required below.

Termination for default is defined as a notice to stop performance delivery due to the bidder's non-performance or poor performance, and the issue was either not litigated due to inaction on the part of the bidder or litigated and such litigation determined the bidder to be in default.

It is mandatory that the bidder submit full details of all termination for default experienced during the past five (5) years, including the other Party's name, address, and telephone number. The response to this section must present the bidder's position on the matter. The State will evaluate the facts and will score the bidder's proposal accordingly. If no such termination for default has been experienced by the bidder in the past five (5) years, so declare.

If at any time during the past five (5) years, the bidder has had a contract terminated for convenience, non-performance, non-allocation of funds, or any other reason, describe fully all circumstances surrounding such termination, including the name and address of the other contracting Party.

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Keefe Commissary Network, LLC DBA Access Securepak has had no contracts defaulted on or terminated in the last 5 years or more.

h. SUMMARY OF BIDDER'S CORPORATE EXPERIENCE

The bidder should provide a summary matrix listing the bidder's previous projects similar to this Request for Proposal in size, scope, and complexity. The State will use no more than three (3) narrative project descriptions submitted by the bidder during its evaluation of the proposal.

The bidder should address the following:

i. Provide narrative descriptions to highlight the similarities between the bidder's experience and this Request for Proposal. These descriptions should include:

a) The time period of the project,

b) The scheduled and actual completion dates,

c) The bidder's responsibilities,

d) For reference purposes, a customer name (including the name of a contact person, a current telephone number, a facsimile number, and e-mail address); and

e) Each project description should identify whether the work was performed as the prime Contractor or as a subcontractor. If a bidder performed as the prime Contractor, the description should provide the originally scheduled completion date and budget, as well as the actual (or currently planned) completion date and actual (or currently planned) budget.

ii. Bidder and Subcontractor(s) experience should be listed separately. Narrative descriptions submitted for Subcontractors should be specifically identified as subcontractor projects.

iii. If the work was performed as a subcontractor, the narrative description should identify the same information as requested for the bidders above. In addition, subcontractors should identify what share of contract costs, project responsibilities, and time period were performed as a subcontractor.

Access Securepak does not utilize subcontractors for their package programs.

Please see the following pages for customer references of similar package programs with Access Securepak.

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Virginia Department of Corrections

Name: Melissa Welch, Operations Support Manager

Address: P.O. Box 26963, Richmond, VA 23261 Telephone Number: 804.887.8214 E-Mail Address: Melissa.Welch@vadoc.virginia.gov Dates of Service: 9/2002 – Present Number of Inmates Served: 30,000 Number of Facilities Served: 37

• Prime Contractor for the Quarterly Program

• Access Securepak is the sole vendor for a quarterly package program

• Packages include food items

• Limits are $125/inmate

• Multiple senders can place orders not to exceed the limits

• Orders are shipped weekly to each facility

• Annual Orders – approximately 33,000

Program Description: The package program allows for ordering on a quarterly basis to include food items only. Keefe provides a suggested menu which VA DOC reviews and either approves or requests that certain items be removed.

Once menu approval is received Keefe then generates printed marketing materials consisting of catalogs, order forms and posters to be sent and distributed at the facility by VA DOC staff members.

Keefe accepts orders from family members, friends or inmates. Orders are accepted via online, telephone, mail or fax. Acceptable payment methods are – credit / debit cards, money orders, cashier checks and institutional checks.

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i. SUMMARY OF BIDDER'S PROPOSED PERSONNEL/MANAGEMENT

APPROACH

The bidder should present a detailed description of its proposed approach to the management of the project.

The bidder should identify the specific professionals who will work on the State's project if their company is awarded the contract resulting from this Request for Proposal. The names and titles of the team proposed for assignment to the State project should be identified in full, with a description of the team leadership, interface and support functions, and reporting relationships. The primary work assigned to each person should also be identified.

The bidder should provide resumes for all personnel proposed by the bidder to work on the project. The State will consider the resumes as a key indicator of the bidder's understanding of the skill mixes required to carry out the requirements of the Request for Proposal in addition to assessing the experience of specific individuals.

Resumes should not be longer than three (3) pages. Resumes should include, at a minimum, academic background and degrees, professional certifications, understanding of the process, and at least three (3) references (name, address, and telephone number) who can attest to the competence and skill level of the individual. Any changes in proposed personnel shall only be implemented after written approval from the State.

Upon award of the contract, Keefe will arrange a meeting with NDCS to establish the specific menu, order period and delivery periods. Once those parameters have been determined, Keefe will embed those rules, limits, dates, etc. into our software to ensure adherence to all NDCS regulations throughout the process.

The overall Management of the Access Securepak process is handled by the Corporate staff under the direction of Martin Jennen - Vice President. Martin is assisted by Sue Geolat - Program Manager and her team of Program Coordinators and Eric Russell - Senior Director Technical Operations and his Technical Support team members.

Sue Geolat will be the lead person during the design and creation segment of the program and she will assign a Program Coordinator to handle future tasks.

Eric Russell and his team will ensure that all program parameters are correctly identified to ensure adherence to all program regulations, inmate eligibility, dollar limits, etc.

These various team members have successfully launched more than 700 package programs encompassing approximately 600 correctional agencies in the United States.

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Contract Negotiations:

Personnel: Ken Wright, Joseph Bauer

Contract Oversight:

Personnel: Joseph Bauer

Point of Contact | Daily, Ongoing Account Management:

Personnel: Aaron Sickles Aaron would communicate any/all issues or concerns to the appropriate Keefe personnel for resolution.

Initial Meeting to Finalize Program Specifics:

• Program Timeline

• Schedule

• Delivery Schedule

• Menu

• Marketing Material Personnel: Ken Wright, Joseph Bauer, Aaron Sickles, Martin Jennen, Sue Geolat

Inventory:

Initial Procurement Ongoing Management Personnel: Sue Geolat, Aaron Sickles

Marketing Materials:

Personnel: Sue Geolat, Eric Russell, Aaron Sickles

Order Form Management:

Personnel: Sue Geolat, Aaron Sickles

Menu/Items Changes:

Personnel: Aaron Sickles, Sue Geolat

Deliveries:

Personnel: Aaron Sickles, Sue Geolat

Technical Operations (automated option):

Personnel: Eric Russell

Please see the following organizational charts for the Midwest Region, Operations and Access Securepak.

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In addition, please see the following pages for resumes of Keefe’s personnel/management that will assist with this project.

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j. SUBCONTRACTORS If the…