QQ - Corrections Supplies FY2027.pdf

Bristol Buchanan P. O. Box 279 Dickenson Meadowview, VA Lee 24361

Norton Phone Russell (276) 739-3520 Scott Fax Smyth (276) 739-3534 Tazewell Washington Richard Alsbrook Wise Superintendent

October 1, 2026

SOUTHWEST VIRGINIA REGIONAL JAIL AUTHORITY

QUICK QUOTE (QQ)

CORRECTIONAL SUPPLIES

Quote Due Date: Wednesday, October 7, 2026 Quote Due Time: 2:00 PM Procurement Contact: emoore@swvrja.com

The Southwest Virginia Regional Jail Authority (SWVRJA) is comprised of four facilities and currently houses approximately 1,620 inmates, both male and female. We are currently looking to contract with a vendor or several vendors for our correctional supply needs.

1. PURPOSE

The Southwest Virginia Regional Jail Authority ("Authority") is soliciting competitive quotations from qualified vendors for the furnishing and delivery of correctional supplies as specified in this Quick Quote.

The Authority intends to purchase the supplies identified in this solicitation at the lowest responsive and responsible price that meets the requirements and specifications contained herein.

2. QUOTE DUE DATE AND SUBMISSION

Quote Due Date: Wednesday, October 7, 2026 Due Time: 2:00 PM

Quotes must be received by the Authority by the date and time indicated above. Quotes received after the stated deadline may be considered non-responsive.

Vendors shall submit a completed Vendor Response Sheet and all requested supporting information.

Submit Quotes To:

eVA (www.eva.virginia.gov) or Email emoore@swvrja.com Electronically or by Courier to:

Southwest Virginia Regional Jail Authority Attn: Danyelle Moore 15205 Joe Derting Drive Abingdon, VA 24210

3. DELIVERY REQUIREMENTS

All items shall be new, unused, and of current manufacture unless otherwise specified.

Delivery Location:

Southwest Virginia Regional Jail Authority

1.) 15205 Joe Derting Drive, Abingdon VA 24210 2.) 1037 Boone Trail Road, Duffield VA 24244 3.) 1550 Kiwanis Park Road, Haysi VA 24256 4.) 115 Court Street, Tazewell VA 24651

Requested Delivery:

Orders will be placed on an as needed basis. The vendor shall include all applicable shipping, freight, handling, and delivery charges in the quotation or clearly identify such charges separately.

Partial shipments shall not be made without prior authorization from the Authority.

4. QUOTE REQUIREMENTS

Vendors shall provide the following information:

1. Manufacturer and brand name.

2. Manufacturer part number/model number, when applicable.

3. Unit price.

4. Quantity required for purchase

5. Extended price.

6. Applicable discounts.

7. Shipping and freight charges.

8. Estimated delivery time.

9. Quote validity period.

10. Any exceptions to the specifications.

11. Vendor contact information.

If proposing an equivalent product, the vendor must clearly identify the proposed equivalent and provide sufficient information for the Authority to determine whether the product meets the required specifications.

5. PRICING & Contract Term

Prices shall remain firm for a minimum of one (1) year following the quote award or awards.

Southwest Virginia reserves the right to extend the contract period for two (2) successive one (1) year renewals.

Unless otherwise stated, quoted prices shall include all costs necessary to furnish and deliver the products to the designated delivery location, including applicable freight, shipping, handling, and other charges.

The Authority is exempt from sales and use taxes to the extent permitted by applicable law. The vendor shall not include Virginia sales tax in the quoted price when the purchase qualifies for tax exemption.

1. Price Escalation/De-Escalation

Price adjustments may be permitted only for changes in the contractor’s cost of materials.

The Consumer’s Price Index shall be used as a guide to determine increase or decrease. No price increases will be authorized for 365 calendar days after the effective date of the contract. No increase shall exceed 3% for any 365 days period. Price escalation may be permitted only at the end of the initial 365 days and each 365 days thereafter and only where verified to the satisfaction of the purchasing department. However, “across the board” price decreases are subject to implementation at any time and shall be immediately conveyed to the SWVRJA Purchasing Department.

The contractor shall give not less than 30 days advance notice of any price increase to the purchasing department. Any approved price changes will be effective only at the beginning of the calendar month following the end of the full 30-day notification period. The contractor shall document the amount and proposed effective date of any general change in the price of materials. Documentation shall be supplied with the contractor’s request for increase which will: (1) verify that the requested price increase in general in scope and not applicable just to the SWVRJA; and (2) verify the amount or percentage of increase which is being passed on to the contractor by the contractor’s suppliers. The purchasing department will notify the using department and the contractor in writing of the effective date of any increase which it approves. However, the contractor shall fill all purchase orders received prior to the effective date of the price adjustment at the old contract prices. The SWVRJA Purchasing Agent may cancel without liability to either party, any portion of the contract affected by the requested increase and any material, supplies, or services undelivered at the time of such cancellation.

The contractor is further advised that decreases which affect the cost of materials are required to be communicated immediately to the purchasing department.

6. PAYMENT TERMS

Payment Terms: Net 30 days unless otherwise agreed to by the Authority.

Payment will be made following satisfactory receipt and acceptance of the goods and receipt of a proper invoice.

Invoices shall reference the applicable purchase order number and shall contain sufficient information to verify the products delivered and amounts due.

7. AWARD

The Authority reserves the right to award this Quick Quote in whole, in part, or by individual line item when determined to be in the best interest of the Authority.

The Authority reserves the right to reject any or all quotations, request clarification, negotiate with vendors when permitted, and waive minor informalities or irregularities in accordance with applicable Virginia procurement requirements.

Award will be made to the responsive and responsible vendor offering the best value to the Authority based upon price, compliance with specifications, delivery, availability, and other applicable considerations.

8. VENDOR RESPONSE SHEET

Vendor Legal Name:

Doing Business As (DBA), if applicable:

Vendor Address:

City/State/ZIP:

Primary Contact:

Telephone: __________________________________

Email: ______________________________________

Vendor Website: ______________________________

Quote Number: _______________________________

Quote Date: _________________________________

Quote Valid Through: _________________________

Estimated Delivery: ___________________________

9. PRODUCT INFORMATION

Vendor shall identify the manufacturer and part/model number for each item quoted. Please provide specifications sheets.

10. EXCEPTIONS / DEVIATIONS The vendor shall identify any exceptions, substitutions, or deviations from the requested specifications.

If no exceptions are taken, enter "NONE."

11. VENDOR CERTIFICATION

By signing below, the undersigned certifies that:

The information contained in this quotation is accurate and complete.

The vendor is authorized to submit this quotation.

The quoted prices include all applicable costs unless specifically identified.

The vendor agrees to provide the products in accordance with the requirements of this Quick

Quote.

Any proposed substitutions or equivalents have been clearly identified.

The vendor will comply with all applicable federal, state, and local laws and regulations applicable to the resulting purchase.

Authorized Representative:

Company: ________________________________________

Title: ______________________________________

Signature: __________________________________

Date: ______________________________________

IMPORTANT VENDOR NOTICE

Vendors are responsible for reviewing this Quick Quote in its entirety and for submitting all information necessary for the Authority to evaluate the quotation.

Failure to provide requested information may result in the quotation being deemed non-responsive.

The Southwest Virginia Regional Jail Authority reserves the right to make an award in the manner determined to be in the best interest of the Authority and in accordance with applicable procurement requirements.