RFP 2021-59 Inmate Commissary Services.pdf

REQUEST FOR PROPOSALS #2021-59

FOR

INMATE COMMISSARY SERVICES

BOARD OF COUNTY COMMISSIONERS

TOOTIE SMITH, Chair

SONYA FISCHER, Commissioner PAUL SAVAS, Commissioner

MARK SHULL, Commissioner MARTHA SCHRADER, Commissioner

Gary Schmidt

County Administrator

Kim Randall

Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: August 30, 2021

TIME: 2:00 PM, Pacific Time

PLACE: Procurement@clackamas.us mailto:Procurement@clackamas.us

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SCHEDULE

Request for Proposals Issued…….................................................. July 29, 2021

Protest of Specifications Deadline..................................................August 9, 2021, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions....................................... August 23, 2021, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time……....................... August 30, 2021, 2:00 PM, Pacific Time

Deadline to Submit Protest of Award............................................. Seven (7) days from the Intent to Award

Anticipated Contract Start Date……..............................................October 1, 2021

TABLE OF CONTENTS

Page

Section 1 – Notice of Request for Proposals

Section 2 – Instructions to Proposers

Section 3 – Scope of Work

Section 4 – Evaluation and Selection Criteria

Section 5 – Proposal Content (Including Proposal Certification)

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SECTION 1

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that Clackamas County through its Board of County Commissioners will receive sealed Proposals per specifications until 2:00 PM, August 30, 2021 (“Closing”), to provide Inmate Commissary Services. No Proposals will be received or considered after that time.

RFP Documents can be downloaded from the state of Oregon procurement website (“OregonBuys”) at the following address https://oregonbuys.gov/bso/view/login/login.xhtml, Document No. S-C01010- 000000373.

Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda, clarifying questions, and Notices of Award from OregonBuys. Sealed Proposals are to be emailed to Clackamas County Procurement Services at procurement@clackamas.us.

Contact Information Procurement Process and Technical Questions: Kim Randall via email at krandall@clackamas.us

The Board of County Commissioners reserves the right to reject any and all Proposals not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any and all Proposals upon the finding that it is in the public interest to do so and to waive any and all informalities in the public interest. In the award of the contract, the Board of County Commissioners will consider the element of time, will accept the Proposal or Proposals which in their estimation will best serve the interests of Clackamas County and will reserve the right to award the contract to the contractor whose Proposal shall be best for the public good.

Clackamas County encourages proposals from Minority, Women, Veteran and Emerging Small Businesses.

https://oregonbuys.gov/bso/view/login/login.xhtml mailto:procurement@clackamas.us mailto:krandall@clackamas.us

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SECTION 2

INSTRUCTIONS TO PROPOSERS

Clackamas County (“County”) reserves the right to reject any and all Proposals received as a result of this RFP.

County Local Contract Review Board Rules (“LCRB”) govern the procurement process for the County.

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by the County Procurement Division Director, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP. Questions must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, at the Procurement Division address as listed in Section 1 of this RFP. Requests for changes must include the reason for the change and any proposed changes to the requirements. The purpose of this requirement is to permit County to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition. County will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from County managers, employees or agents to prospective Proposers shall bind County unless included in an Addendum to the RFP.

2.3 Protests of the RFP/Specifications: Protests must be in accordance with LCRB C-047-0730. Protests of Specifications must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, or within three (3) business days of issuance of any addendum, at the Procurement Division address listed in Section 1 of this RFP. Protests may not be faxed. Protests of the RFP specifications must include the reason for the protest and any proposed changes to the requirements.

2.4 Addenda: If any part of this RFP is changed, an addendum will be provided to Proposers that have provided an address to the Procurement Division for this procurement. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.5 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. Proposals that include orders or qualifications may be rejected as irregular. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (may be on cover letter, on the Proposal, or the Proposal Certification Form) shall be signed. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. The Proposals will be considered by the County to be submitted in confidence and are not subject to public disclosure until the notice of intent to award has been issued.

No late Proposals will be accepted. Proposals submitted after the Closing will be considered late and will be returned unopened. Proposals may not be submitted by telephone or fax.

2.6 Post-Selection Review and Protest of Award: County will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract. Competing Proposers shall be given seven (7) calendar days from the date on the Notice of Intent to Award to review the file at the Procurement Division office and file a written protest of award, pursuant to LCRB C-047-0740. Any award protest must be in writing and must be delivered by hand-delivery or mail to the address for the Procurement Division as listed in Section 1 of this RFP.

Only actual Proposers may protest if they believe they have been adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful. The basis of the written protest must be in accordance with ORS 279B.410 and shall specify the grounds upon which the protest is based. In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must be next in line for award, i.e. the

RFP 2021-59 Inmate Commissary Services Page 5 protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

a. reject all protests and proceed with final evaluation of, and any allowed contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Proposer; OR

b. sustain a meritorious protest(s) and reject the apparent successful Proposer as nonresponsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, County may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

2.7 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of County.

2.8 Public Records: Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued. This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made a part of a file or record which will be open to public inspection. If a Proposal contains any information that is considered a TRADE SECRET under ORS 192.345(2), SUCH INFORMATION MUST

BE LISTED ON A SEPARATE SHEET CAPABLE OF SEPARATION FROM THE REMAINING PROPOSAL

AND MUST BE CLEARLY MARKED WITH THE FOLLOWING LEGEND:

“This information constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” (ORS 192.345).

Therefore, non-disclosure of documents, or any portion of a document submitted as part of a Proposal, may depend upon official or judicial determinations made pursuant to the Public Records Law.

2.9 Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by County.

2.11 Clarification and Clarity: County reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.12 Right to Reject Proposals: County reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in the public interest, as determined by County.

2.13 Cancellation: County reserves the right to cancel or postpone this RFP at any time or to award no contract.

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2.14 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. County may require an extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.15 Oral Presentations: At County’s sole option, Proposers may be required to give an oral presentation of their Proposals to County, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. If the evaluating committee requests presentations, the Procurement Division will schedule the time and location for said presentation. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted; therefore, written Proposals should be complete.

2.16 Usage: It is the intention of County to utilize the services of the successful Proposer(s) to provide services as outlined in the below Scope of Work.

2.17 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. County reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

2.18 RFP Incorporated into Contract: This RFP will become part of the Contract between County and the selected contractor(s). The contractor(s) will be bound to perform according to the terms of this RFP, their Proposal(s), and the terms of the Sample Contract.

2.19 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other County employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected, and all protests, if any, have been resolved.

Communication in violation of this restriction may result in rejection of a Proposer.

2.20 Prohibition on Commissions and Subcontractors: County will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly. Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.21 Ownership of Proposals: All Proposals in response to this RFP are the sole property of County, and subject to the provisions of ORS 192.410-192.505 (Public Records Act).

2.22 Clerical Errors in Awards: County reserves the right to correct inaccurate awards resulting from its clerical errors.

2.23 Rejection of Qualified Proposals: Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

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2.24 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, elected official, or employee of County has a pecuniary interest in this Proposal.

2.25 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from County and potentially external representatives. County reserves the right to modify the Evaluation Committee make-up in its sole discretion.

2.26 Commencement of Work: The contractor shall commence no work until all insurance requirements have been met, the Protest of Awards deadline has been passed, any protest have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by County.

2.27 Best and Final Offer: County may request best and final offers from those Proposers determined by County to be reasonably viable for contract award. However, County reserves the right to award a contract on the basis of initial Proposal received. Therefore, each Proposal should contain the Proposer’s best terms from a price and technical standpoint. Following evaluation of the best and final offers, County may select for final contract negotiations/execution the offers that are most advantageous to County, considering cost and the evaluation criteria in this RFP.

2.28 Nondiscrimination: The successful Proposer agrees that, in performing the work called for by this RFP and in securing and supplying materials, contractor will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental handicap, national origin or ancestry, or any other class protected by applicable law.

2.29 Intergovernmental Cooperative Procurement Statement: Pursuant to ORS 279A and LCRB, other public agencies shall have the ability to purchase the awarded goods and services from the awarded contractor(s) under terms and conditions of the resultant contract. Any such purchases shall be between the contractor and the participating public agency and shall not impact the contactor’s obligation to the County. Any estimated purchase volumes listed herein do not include other public agencies and County makes no guarantee as to their participation. Any Proposer, by written notification included with their Proposal, may decline to extend the prices and terms of this solicitation to any and/or all other public agencies. County grants to any and all public serving governmental agencies, authorization to purchase equivalent services or products described herein at the same submitted unit bid price, but only with the consent of the contractor awarded the contract by the County.

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SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas County is seeking Proposals from vendors to provide Inmate Commissary Services.

Please direct all Technical/Specifications or Procurement Process Questions to the indicated representative referenced in the Notice of Request for Proposals and note the communication restriction outlined in Section 2.19.

3.2 BACKGROUND

Clackamas County Sheriff’s Office (“CCSO”) Correctional Facility (“Jail”) is seeking proposals from a qualified vendor to provide inmate commissary and banking services for the Jail. The services include, but are not limited to providing banking services (including a debit card program), kiosk equipment, approved food items, personal hygiene products, and other items for inmates to purchase via onsite and online commissary on a regularly scheduled basis.

The objective of this Request for Proposal (RFP) is for Clackamas County to select a Vendor to:

• To provide the highest level of service to all inmates of the Clackamas County Jail;

• To provide an accurate, economical and efficient means to process inmate orders; and

• To provide a reasonable commission back to the Clackamas County Sheriff’s Office.

The Clackamas County Jail currently houses up to 465 inmates, with an approximate average of 120 inmates requesting commissary services per week. Current approximate annual sales are $131,000 (COVID) and $160,000 (pre-COVID).

3.3. SCOPE OF WORK

The primary scope of the resulting contract consists of furnishing all materials, labor, administration, management and equipment necessary to operate an efficient Commissary Services and Inmate Banking Services (includes pre-paid debit cards and phone accounts) at the Clackamas County Correctional Facility.

Requirements:

1. Provide high-quality computerized inventory commissary products in bulk and services to inmates at a price comparable to outside retail sources;

2. Provide all hardware and software for a computerized commissary and inmate accounting system to keep accurate and complete records of all commissary activity and balances of individual inmate accounts at no cost to Clackamas County;

3. Provide three (3) cashier kiosks;

4. Separate General Ledger systems to accommodate separate bank accounts (Inmate Trust Fund and

Inmate Commissary Fund);

5. Vendor shall supply a RESTful API or other programmatic interface for insertion of inmate demographics from agency’s Jail Management System (JMS);

6. Vendor to ensure any storage of CCSO criminal justice information (CJI) is stored in a CJIS compliant manner deemed appropriate by the Agency and the Oregon State Information Security Officer (ISO);

7. The software system must utilize role-based access control (RBAC) to restrict user permissions as needed. Single Sign On using the Agency’s Active Directory as the authentication provider is preferred;

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8. Software must be able to differentiate between commissary funds and the bail function as well as provide the person posting bail with a bail receipt;

9. Inmate commissary ordering must be available via the current Global Tel*Link (“GTL”) phone and tablet system;

10. The system shall terminate session after 5 minutes of inactivity;

11. System must provide numbered receipts for all transactions with a signature line for all deposits or withdrawals from and inmates account;

12. Inventory tracking software system and the ability to run a historical report;

13. Must include an online commissary order system for families to order for inmates;

14. The online commissary order system should provide a detailed delivery time and pickup agreement before customer/inmate is able to place the order;

15. Provide prepaid Debit Card Services for fully released inmates;

16. Ability for CCSO Staff to transfer monies between inmate commissary and phone accounts; and

17. Maintain an open and collaborative relationship with the staff at the Clackamas County Sheriff’s Office and Correctional Facility.

Vendor Responsibilities:

1. The commissary delivery schedule must be mutually agreed upon by the vendor and the Jail. Delivery schedule is subject to change at any time as deemed to be in best interest of the Clackamas County Sheriff's Office. All deliveries MUST be made at the specified time and location given by the County;

2. Each Commissary order shall be verified and sealed in clear plastic bags with receipts included;

3. The Vendor’s system must allow a Jail Staff to open an inmate account by using a temporary file created by our jail management system. The inmate identification number and appropriate information entered at the time of booking will be included in this file;

4. Minimum functionality and types of transactions to occur on the inmate accounting system:

a. Post a deposit of funds to the inmate's account;

b. Provide for “returns” for orders delivered to inmate who are being released or otherwise unavailable to receive orders;

c. Process credits for commissary goods or other transactions;

d. Provide numbered receipts for all transactions with a signature line for all deposits or withdrawals from an inmate's account; and

e. Provide a Pre-paid Debit Card for fully released inmates account balances.

5. The Vendor’s system must provide the following financial information on screen and/or in report form:

a. History of an individual account;

b. Demographics of an account; and

c. Detail transaction journal with unique identifier for every transaction.

5. The Vendor will provide and install the computer hardware necessary to operate the commissary and inmate accounting system. The Vendor shall describe the minimum standards and specifications for computer hardware and software that will be installed at no cost to Clackamas County and all documentation for said system shall be provided within thirty (30) days of the contract award. In the event the resulting contract is terminated or not renewed, all equipment, hardware and software, and any licenses pertaining to such equipment shall remain the property of the provider;

6. The Vendor shall be responsible for the initial setup of the proposed system;

7. Provide for a twenty-four (24) hour, seven (7) days a week emergency hotline for reporting software and hardware problems to ensure maximum utilization and minimal down time;

8. Provide immediate repair/replacement of equipment that is inoperative. Vendor shall provide a preventative maintenance schedule and estimate the amount of non-scheduled maintenance downtime for each component of the proposed system. Vendor shall supply a policy for expediting the repair of equipment including a preventative maintenance plan;

9. The Vendor will submit a narrative description of the standard operating procedures for normal system administration tasks specific to the provider's software and hardware. This description should include

RFP 2021-59 Inmate Commissary Services Page 10 and identify any specialized technical skills that will be required by Clackamas County personnel and recommend guidelines for file backup;

10. Vendor will submit detailed operating procedures in the event of a system outage;

11. The Contractor will assume all costs for telephone service, faxing, copying, and other office expenses associated with the Commissary operations;

12. Awarded Contractor Staff will attend a training program relating to the rules and procedures of the

Clackamas County Correction Facility prior to the beginning of the service;

13. The Vendor agrees to provide any additional commissary services (commissary menu) not identified herein, as mutually agreed upon at prices mutually agreed to form for said services;

14. Access and Records: The Vendor shall keep full and accurate records of sales and order records in connection with the services provided herein. If requested, a copy of said record shall be supplied to the Director or designee on a monthly basis on the first working day of the subsequent month. In addition, all such records shall be available for auditing by the County at any time during regular working hours; and

15. Facility inspections shall be made by the County when deemed necessary, with advanced notice to the Vendor.

3.4. Term of Contract:

The term of the contract shall be from the effective date and for a period of five (5) years, with the option for two (2) additional two (2) year renewals thereafter subject to the mutual agreement of the parties.

3.5. Sample Contract: Submission of a Proposal in response to this RFP indicates Proposer’s willingness to enter into a contract containing substantially the same terms (including insurance requirements) of the sample contract identified below. No action or response to the sample contract is required under this RFP. Any objections to the sample contract terms should be raised in accordance with Paragraphs 2.2 or 2.3 of this RFP, pertaining to requests for clarification or change or protest of the RFP/specifications, and as otherwise provided for in this RFP. This RFP and all supplemental information in response to this RFP will be a binding part of the final contract.

The applicable Sample Goods & Services Contract for this RFP can be found at https://www.clackamas.us/finance/terms.html.

Goods & Services Contract (unless checked, item does not apply) The following insurance requirements will be applicable.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Automobile Liability: combined single limit, or the equivalent, of not less than $500,000 per occurrence for Bodily Injury and Property Damage.

Required – Abuse & Molestation endorsement with limits not less than $1,000,000 per occurrence if not included in the Commercial General Liability policy.

Cyber Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for network security (including data breach), privacy, interruption of business, media liability, and errors and omissions.

Confidentiality Clause

Criminal Background Check Requirements https://www.clackamas.us/finance/terms.html

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SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations.

Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete and no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final County decision maker based on the highest scoring Proposal. The County decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication will be facilitated through the Procurement representative.

4.2 Evaluation Criteria

Category Points available:

Project Approach 25 Description of Services 25 Return Process 10 Pricing and Revenue Options 15 Staff Security Measures 15 Hardware and Software 10

Available points 100

4.3 Once a selection has been made, the County will enter into contract negotiations. During negotiation, the County may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fee that best represents the efforts required. If the County is unable to come to terms with the highest scoring Proposer, discussions shall be terminated and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and the County deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

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SECTION 5

PROPOSAL CONTENTS

5.1. Vendors must observe submission instructions and be advised as follows:

5.1.1. Complete Proposals must be mailed to the below address or emailed to Procurement@clackamas.us.

The subject line of the email must identify the RFP title. Proposers are encouraged to contact Procurement to confirm receipt of the Proposal.

Clackamas County Procurement and Contract Services

2051 Kaen Road, 4th Floor Oregon City, OR 97045

5.1.3. County reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should the County deem such information necessary.

5.1.4. Proposal may not exceed a total of 100 pages (single-sided), inclusive of all exhibits, attachments or other information.

Provide the following information in the order in which it appears below:

5.2 Project Approach (25 points max): Contractor shall clearly demonstrate a thorough understanding of the project: Detail the plans for meeting the county’s timelines, phasing in of software system, and installing the cashier kiosks, and demonstrate the ability to customize the services to meet the county’s needs.

Provide a milestone for training CCSO staff to use your system. What documentation would you provide for transition of services?

Provide an implementation plan with specific milestones from the date of execution of the contract to meet the County’s anticipated timeline to be fully installed and functional within 30 days of Contract execution. This plan shall identify responsibilities for the Vendor and Clackamas County as well as shared responsibility.

5.3. Description of Services (25 points max):

• Procedures for ordering products;

• Procedures for packaging (see through containers only), please provide sample packaging or photo of sample packaging that includes any labeling;

• Procedures for distribution of orders;

• Order fill rate;

• Procedures to ensure that contraband does not enter the jail;

• Delivery staff trained on how to deal with disruptive inmates; and

• Flexibility to fit into County Jail schedule. Is it possible to receive an order delivery date on placement of order? (Including holiday and weekend exceptions).

5.4. Return Process (10 points max):

• Describe refund program for inmates due to returned commissary items, either as undeliverable due to inmate release or other valid reason; and

• Describe refund program (and associated time-line) for non-deliverable items but charged for items.

mailto:Procurement@clackamas.us

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5.5. Pricing and Revenue Options (15 points max):

• Provide a list of all commissary items and the associated prices.

• Provide the cost and contents for an “Inmate Hygiene Kit”:

o Current sample kit contains: (1) gel toothpaste with fluoride .6 oz; (1) 30 tuff 4” toothbrush; (1) 4.5” flex pen, no metal (water based washable ink); (8) sheets of 6X9 lined paper; and (2) #10 pre-stamped envelopes. Please provide photos and a description of the contents.

• Describe any commission that the Clackamas County would receive for sales and what type of sales (vending verses on-line).

• Describe and outline fees associated with a Prepaid Debit Card to be used for ATM withdrawals and/or pin-based and signature purchases after activation.

5.6. Staff Security Measures (15 points max):

• Describe policies and procedures for Vendor’s employee pre-employment drug screening and random screenings thereafter.

• Describe Vendor’s employee background investigation process that would be working under the resulting contract.

5.7. Hardware and Software (10 points max):

• Provide a detail summary of all equipment proposer is presenting for this project.

• Describe how Vendor will provide all necessary hardware, software, interfaces, integrations, training, support, supplies and maintenance during the length of the anticipated Contract.

• Please answer these questions:

o Can the inmate reset his/her own password o Can banking errors for cash drawers be fixed remotely? Please describe.

o Is Positive-Pay (or similar system) available in the banking system?

o Describe reports that are available to be reviewed by CCSO staff.

o Does the family or friends of inmates have the ability to order care packages online for inmates and if so, delivery time?

o Will the system have the capability for friends and family to make online deposits into the commissary and trust accounts, or on to the prepaid debit card?

o Does the Vendors system have or is compatible with a Prepaid Debit Card program that coordinates inmate trust fund release services for correctional facilities via a proprietary program or a third party’s provision of prepaid debit cards?

5.8. References (no points awarded):

Provide at least three (3) references from clients your firm has served similar to the County in the past three (3) years, including one client that has newly engaged the firm in the past thirty-six (36) months and one (1) long-term client. Provide the name, address, email, and phone number of the references. Please note the required three references may not be from County staff, but additional references may be supplied. Points awarded for this criteria are based on both the providing of references as well as information gleaned from the provided contacts. Evaluation Committee members may contact references at their sole discretion.

5.9. Completed Proposal Certification (see next page)

RFP 2021-59 Inmate Commissary Services Page 14

PROPOSAL CERTIFICATION

RFP #2021-59

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete and submit a copy of this Proposal Certification with their Proposal. Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Proposer is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS 305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the Internal Revenue Service. Information not matching IRS records could subject Proposer to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Proposer or will Proposer discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST: The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFP (including any attachments); and

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFP.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120 Non-Resident Quote. Resident State:__________________________