RFP - Inmate Commissary Services.pdf

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Southwest Virginia Regional Jail

Authority RFP – Inmate Commissary Services

Due Date: March 31, 2026

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SOUTHWEST VIRGINIA REGIONAL JAIL AUTHORITY – INMATE

COMMISSARY SERVICES

The Southwest Virginia Regional Jail Authority, hereafter referred to as SWVRJA, is requesting proposals to provide inmate commissary services for the inmates incarcerated, or housed, in the Southwest Virginia Regional Jail facilities. The SWVRJA intends to contract with a single contractor for the provision of the services specified in this request.

Acceptance of a contractor’s proposal will not require the SWVRJA’s use of all proposed items.

Sealed proposals will be received until Tuesday, March 31, 2026 at 2:00 PM for furnishing the items described herein.

All inquiries for information shall be directed to:

Danyelle Moore Southwest Virginia Regional Jail Authority PO Box 279 Meadowview, VA 24361-0279 276-739-3523 emoore@swvrja.com

The proposals shall be mailed to:

Mailing Address:

Danyelle Moore Southwest Virginia Regional Jail Authority PO Box 279 Meadowview, VA 24361-0279

The proposals may be hand delivered or sent via courier to:

Physical Address:

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

Proposals may also be uploaded to the eVA (www.eva.gov) website.

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REQUEST FOR PROPOSALS

INMATE COMMISSARY SERVICES

My signature certifies that the proposal as submitted complies with all Terms and Conditions as set forth in this RFP for Inmate Commissary Services.

My signature warrants that I have not employed or retained any firm or person other than a bona fide employee working solely for the firm to solicit or secure this contract and have not paid or agreed to pay any firm or person other than a bona fide employee working solely for the firm any fee, commission, percentage, brokerage fee, gifts or other consideration contingent upon or resulting from the award or making of this Contract. For breach or violation of this warranty, the SWVRJA shall have the right to annul or void this Contract without liability or, in its sole discretion, to deduct from the contract price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee.

My signature also certifies that this firm has no business or personal relationships with any other companies or persons that could be considered as a conflict of interest or potential conflict of interest to the Southwest Virginia Regional Jail Authority, and that there are no principals, officers, agents, employees, or representatives of this firm that have any business or personal relationships with any other companies or persons that could be considered as a conflict of interest or a potential conflict of interest to the Southwest Virginia Regional Jail Authority, pertaining to any and all work or services to be performed as a result of this request and any resulting contract with the SWVRJA.

I hereby certify that I am authorized to sign as a Representative for the Firm:

Complete Legal Name of Firm: ________________________________________________

Street Address: ______________________________________________

Mailing Address ______________________________________________

Fed ID No.: ______________________________________________

Signature: ______________________________________________

Name (type/print): ______________________________________________

Title: ______________________________________________

Telephone: (___)_______________Fax No.: (___)_______________

Date: ______________________________________________

To receive consideration for award, this signature sheet shall be returned to the Southwest Virginia Regional Jail Authority as it shall be a part of your response.

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SOUTHWEST VIRGINIA REGIONAL JAIL AUTHORITY – INMATE

COMMISSARY SERVICES

I. Purpose

The purpose of this Request for Proposals (RFP) is to contract with a qualified correctional commissary contractor to provide inmate commissary services for the inmate population of the SWVRJA. The SWVRJA intends to contract with a single contractor for the provision of the services specified in this request.

II. Introduction/Background

The SWVRJA is an independent political subdivision of the Commonwealth of Virginia. The SWVRJA was created by the jurisdictions of Buchanan, Dickenson, Lee, Russell, Scott, Smyth, Tazewell, Washington and Wise Counties, and the City of Norton and Bristol. The SWVRJA employs 453 people. The average daily population between the four facilities is 1,620 inmates.

III. Term

The contractor shall begin services July 1, 2026 or within 30 days of the award. The initial contract shall remain in effect through 6/30/2029, with an option to extend the contract term for up to two (2) additional one-year periods.

This contract may be extended to a month-to-month contract if a new contract has not yet been awarded at the expiration of the initial contract or renewal period(s).

IV. Optional Pre-Proposal Conference

An optional pre-proposal conference will be held at 2:00 p.m., Wednesday, March 11, 2026, at the Southwest Virginia Regional Jail Authority – Abingdon Facility, 15205 Joe Derting Drive, Abingdon, VA 24210. Contractors who wish to attend the pre-proposal conference should submit names and telephone numbers of attendees to Danyelle Moore, via email by 2:00 p.m., EST, March 6, 2026. The purpose of this conference is to allow potential Contractors an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Oral responses to questions during the optional pre-proposal conference shall be considered nonbinding on SWVRJA’s behalf.

All questions regarding this RFP shall be submitted, in writing, no later than 2:00 PM Monday, March 16, 2026. Answers to any questions will be posted as an addendum to the original RFP on eva.virginia.gov no later than Monday, March 23, 2026, at 2:00 PM. Changes resulting from written questions will be issued in a written addendum to the solicitation.

V. Scope of Services

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The Contractor shall provide, at no cost to the SWVRJA, commissary personnel, software and licensing and all effort and materials necessary to provide commissary services to the inmates incarcerated in the SWVRJA facilities.

Performance of said services shall require the Contractor to provide, install and maintain a turn-key correctional commissary service which shall include, without limitation, the wholesale purchase of goods approved by the SWVRJA for sale through the Contractor’s commissary system, inventory management, administrative and indigent kits, debit release cards, banking/accounting software, lobby kiosks, and intake kiosks.

The Contractor shall provide the means for funds to be deposited via internet deposits or toll-free phone number, preferably both.

The Contractor shall establish proper operational procedures to ensure efficient, effective and accountable operation of the commissary services. The Contractor shall adhere to all SWVRJA rules, regulations, and guidelines.

The SWVRJA would like to see the following options implemented, in addition to the standard commissary services listed in this RFP.

Point Of Sale (POS) Cart

The SWVRJA desires for the Contractor to offer a Point Of Sale cart with hot and cold food and drink options that aren’t offered on the standard commissary menu.

This shall be an attractive stand-alone cart with the capability to provide pre-packaged hot and cold food and drinks as ordered.

The Contractor shall provide a commercial microwave for heating food and drinks.

This cart shall also have a freezer/cooler to allow the items to remain at a proper storage temperature until purchased.

The Contractor shall provide all equipment and materials required for POS cart operation.

The SWVRJA desires the Contractor to offer a POS cart at each facility a minimum of two days per week; a minimum of one shall be Saturday or Sunday.

Orders shall be processed from the cart with inmate trust accounts showing the transaction immediately after the order has been processed. A receipt shall be printed for the inmate at the time of the sale.

POS carts, if offered, shall be fully commissionable.

Online Ordering

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The SWVRJA desires for the Contractor to provide online ordering for friends and family. This shall allow orders to be placed online by friends and family and delivered to the inmate as if it were any other commissary order.

Internet ordering, if offered, shall be fully commissionable at the same rate as an inmate ordering at the SWVRJA facilities.

The Contractor shall provide an overview of their proposed online ordering solution.

The Contractor shall also identify the options that will be available for purchase (a-la-carte items, item packages, etc.).

Inmate Cash Release Machine

The SWVRJA desires to have a cash release machine in the lobby at each facility for the distribution of inmate funds at the time of release. This machine shall have the capability to allow the inmate, upon entry of their PIN, to withdraw all of the remaining funds in their account.

The Contractor shall be responsible for all maintenance, repairs, and replenishment of funds from these machines.

A. Pricing and Commissions

1. All prices, commissions, cost, terms and conditions outlined in the proposal shall not be subject to change for the length of the contract and extensions unless specifically allowed by these specifications referenced in the Special Terms and Conditions Section 6, Price Escalation/De-Escalation. Any change must be agreed to in writing by the Contractor and SWVRJA.

2. The Contractor shall maintain a competitive retail pricing philosophy.

Commissary items shall not be priced higher than comparable items offered for retail sale in the local area.

3. Product selection and variety may be adjusted as mutually agreed upon by both parties.

4. For the right to provide commissary services to the SWVRJA, the Contractor shall pay the SWVRJA an agreed upon commission percentage. The Contractor shall list the proposed commission percentage, as well as all services and items that will be commissionable. All services and items that will not be commissionable shall also be listed. The SWVRJA formulas for calculating commissions are included in Attachment 2 – Commission Form.

5. The Contractor shall, at a minimum, provide monthly reporting which includes reporting fields defining facility name, purchases by inmate, purchased goods, purchases by friend and family member, credits/debits, admission/indigent kits, total Gross Sales, Total Net Sales, Total Taxes, Total Commissions, etc. The reports shall be received on an agreed upon

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6. Any discrepancies and/or delayed payment of Commissions shall be subject to liquidated damages as specified in Special Terms and Conditions.

B. Inventory

1. The Contractor shall stock the commissary with a large selection of items and quality products. The SWVRJA shall approve all items carried in stock.

2. The Contractor shall maintain an ample stock of goods to assure successful operation of commissary services. The SWVRJA desires every order to be filled with no shortages or substitutions.

3. Purchase, payment, and delivery to all facilities for inventory shall be the sole responsibility of the Contractor.

C. Commissary Operations

1. The Contractor shall provide a commissary ordering system that will provide a means of identifying the inmate, the inmate’s housing unit, available funds, the unit price of each product, an image of the product, and the quantity to be ordered. The order system shall allow inmates to order any time of day or week. The system shall notify the inmate the next delivery date for the inmate’s current housing location.

2. The Contractor provided ordering system shall be integrated with tablets provided by SWVRJA’s ITS/VVS provider. This shall be provided at no cost to the SWVRJA. The Contractor shall provide updated menus after any changes have been approved by the SWVRJA. Updated laminated menus shall be provided in any area required by SWVRJA.

3. Any requested changes to the menu shall be provided to SWVRJA in writing.

Menu changes shall not take effect until 15 days after written acceptance from SWVRJA. Unauthorized menu changes are subject to liquidated damages as specified in Special Terms and Conditions.

4. The Contractor shall have the capability to restrict available menu items based on housing location, allergies, medical conditions, etc. The SWVRJA may require additional permanent or temporary restrictions be added at any time.

5. It is the intention of the SWVRJA to have commissary ordered via tablets, kiosks, and also via telephone. The inmates shall have the capability to view their trust account balance before and after all commissary transactions.

Certain areas of the SWVRJA facilities, such as medical and special housing

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6. Transactions shall be processed into the Contractor provided accounting software. The accounting software shall verify sufficient account funds and debit the account for the amount of the purchase. Order amounts shall not exceed the inmate’s account balance.

7. Contractor will then be responsible to package inmate orders in heat-sealed, clear plastic bags and boxed according to housing assignment. Boxes are then shipped to the facility for next day distribution by the Contractor’s hired staff. The SWVRJA shall not be responsible for distributing commissary orders.

8. Unauthorized changes to scheduled commissary delivery dates are subject to liquidated damages as specified in Special Terms and Conditions.

9. The Contractor shall deliver commissary orders to the appropriate housing unit. Officers will call inmates, one at a time, to the pass through where the Contractor will inventory the commissary order in the inmate’s presence and document any discrepancies that may exist. After the inventory is complete, the inmate and the Contractor will sign the commissary delivery receipts.

One copy of the signed receipt shall be provided to the inmate and one copy will remain with the Contractor. The Contractor shall deliver to the inmate only; orders are not to be left with the officer or other inmates. When a discrepancy exists with a commissary order, the Contractor shall resolve the discrepancy within one day after delivery of the commissary order.

10. All signed receipts shall be retained by the Contractor for three (3) years beyond the contract end date and may be audited by the facility at any time, during regular working hours. All records shall be given to SWVRJA in a readable, usable format at the end of the contract.

11. When an inmate is released from custody before the commissary order is delivered, the Contractor shall be responsible to refund the inmate within 24 hours. The Contractor shall define how this requirement will be met.

12. When an inmate moves to a new housing unit or a different SWVRJA facility between the time the commissary order is placed and delivered, the Contractor shall determine the new housing unit location and deliver the commissary to the inmate in the inmate’s new housing unit within 24 hours or refund the inmate’s account. The Contractor shall define how this requirement will be met.

13. When an inmate is placed in a special housing unit between the time the commissary order is placed and delivered, and is not authorized to receive commissary, the Contractor shall route the order as follows:

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A. Orders for indigent and/or hygiene items only may be delivered to the special housing unit as a normal delivery.

B. Orders for non-indigent and non-hygiene items shall be returned to the Contractor and a credit applied to the inmate’s account.

The Contractor shall define how this requirement will be met.

14. The Contractor shall be responsible for providing and delivering indigent kits to those inmates that are determined to be indigent. The definition of indigent is having less than the equivalent of five (5) first-class stamps ($3.90) in the inmate’s account for 15 or more consecutive days. Indigent kits are packages of supplies provided by the Contractor to inmates who have little or no money on their inmate accounts. The inmate’s account shall be charged an agreed upon price for the indigent kit. The indigent kit includes writing materials, pre-stamped envelopes, and hygiene items. All hygiene items shall be travel size. The Contractor shall create a separate invoice for management of indigent kits.

15. The Contractor shall package and provide SWVRJA with sufficient quantities of administrative kits to ensure the availability of one administrative kit for each new inmate arrival. The inmate’s account shall be charged an agreed upon price for the administrative kit. The administrative kit includes hygiene items such as a soap, deodorant, shampoo, toothpaste, toothbrush, comb and a security flex pen. All hygiene items shall be travel size. SWVRJA retains the right to use administrative kits offered by the Contractor or manage administrative kits itself. The Contractor shall create a separate invoice for management of administrative kits.

16. The Contractor shall follow special diet restrictions, restricted commissary orders, and other restriction policies set by SWVRJA for special housing units such as, but not limited to, medical, lockdown, protective custody, and administrative confinement.

D. Commissary Menu

The Contractor shall offer for sale through the inmate commissary a wide-variety of items including hygiene products, stationary materials, ethnic products, snacks, food, games, personal care items, and clothing items as approved by SWVRJA. The Contractor and SWVRJA will mutually agree upon the items to be carried on the commissary menu. After the initial menu is established, no additional items are to be offered for sale to inmates without the written permission of SWVRJA. Commissary menus are subject to change, at the request of SWVRJA, on a quarterly basis. Any menu changes requested by the Contractor must be provided to the SWVRJA in writing.

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Unauthorized menu changes are subject to liquidated damages as specified in Special Terms and Conditions.

Item Specifications

1. The Contractor shall only carry name brand products offered for sale in the area of SWVRJA facilities.

2. No products delivered to inmates shall have an expired “sell by” or “use by” date.

3. Food items shall be wrapped/packaged and dated for individual consumption.

4. Containers shall be made of clear (see-through), non-breakable materials.

5. Consumable products shall contain no alcohol.

6. Product shall not contain packages of sugar or sauces that SWVRJA considers a safety risk such as hot pepper sauce.

7. All purchases delivered to inmates shall be free of contraband.

8. The Contractor shall not substitute items ordered by inmates.

E. Purchase Limits

SWVRJA reserves the right to set limits on commissary purchases by inmates.

Purchase limits shall not be affected by Inmate Telephone System (ITS) debit calling.

F. Holiday Schedule

The Contractor and SWVRJA shall adjust commissary order and delivery schedules to accommodate holiday schedules. Holiday delivery order and delivery schedules are subject to negotiation and shall be expressed in the final contract. Holidays include: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve, and Christmas Day.

G. Damages and Refunds

The Contractor shall establish an efficient method of handling damages and refunds. The Contractor shall issue a refund to the inmate’s trust account within twenty-four (24) hours of notification when commissary items are damaged, spoiled, or missing. Inmates released from custody after being charged for a commissary order will also be credited within twenty-four (24) hours.

H. Product Returns

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The Contractor shall describe in their proposal procedures for return of all damaged or spoiled items to the Contractor. The Contractor shall pay the cost of shipping and handling and shall not charge SWVRJA or the inmate a restocking fee for items returned.

I. Inmate ITS Purchases

The Contractor will facilitate purchase of debit calling time, electronic messages, and paid tablet content for the ITS provider. The Contractor shall agree:

1. To include debit calling time, electronic messages, and paid tablet content as products offered for sale

2. To transfer the debit calling time, electronic messages, and paid tablet content purchase from the inmate’s account to the ITS electronically immediately upon receipt of order

3. The Contractor shall not charge the inmate, SWVRJA, or ITS contractor for this service

4. The Contractor shall not collect a commission for the sale of debt calling time, electronic messages, or paid tablet content

5. Debit Calling Time shall be sold in whole dollar amounts

6. At the time of release, the inmate banking system shall credit the inmate’s trust account for all remaining debit calling time.

7. Debit calling time, electronic messaging, and paid tablet content shall be deducted from the inmate trust account and available immediately after order

8. Debit calling, electronic messaging, and paid tablet content purchases shall be shown in real time in the accounting software

9. Contractor shall have a working relationship with the ITS provider prior to assuming responsibility of the commissary services at the SWVRJA facilities

10. The Contractor shall provide integration with the ITS interface at no cost to the SWVRJA

J. Receipts

The Contractor shall provide two (2) copies of the order receipt sealed within the bag containing the inmate purchase. The order receipt shall contain the following as a minimum:

1. Date order was placed

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2. Inmate’s full name, ID number, and housing unit

3. Beginning balance of inmate’s account

4. Detailed listing of all items included in the order, such as product ID, product description, quantity, unit price, and total price

5. Identify items that are subject to state and local sales tax

6. Total state and local sales tax

7. Grand total (sum of all purchases)

8. Ending balance of inmate’s account

9. Listing of all items ordered but not received. Listing shall include product description, quantity ordered, and reason for non-delivery (out of stock, discontinued, diet restrictions, housing restrictions, etc.)

10. Signature and date space for inmate as acknowledgement of order

11. Signature and date space for Contractor as acknowledgment of order

K. Booking/Lobby Kiosks

1. The Contractor shall provide one (1) new booking kiosk and one (1) new lobby kiosks at each SWVRJA facility.

2. The Contractor shall provide specifications for the proposed kiosks. These specification shall, at a minimum, include power requirements, kiosk measurements (floor/wall space required), and interface requirements.

3. Maintenance issues not addressed within twenty-four (24) hours of notification are subject to liquidated damages as specified in Special Terms and Conditions.

4. All kiosks - booking and lobby - shall interface with JMS, ITS, and the accounting software at no cost to the SWVRJA.

5. The Contractor shall provide a detailed plan to remedy any security risks that may arise. This plan shall include a timeline and details as to how risks will be eliminated.

6. Security breaches must be cured within five (5) days of breach. Security breaches not cured within five (5) days are subject to liquidated damages as specified in Special Terms and Conditions.

L. Funding

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1. Deposited funds shall be electronically interfaced with the Contractor’s accounting software in real-time.

2. Depositors shall be able to identify the inmate by name and inmate ID or name and date of birth.

3. Booking and lobby kiosks shall accept cash and credit/debit card deposits.

4. Contractor shall provide alternative deposit sources for depositors such as a call center and website.

5. All online deposits, lobby kiosks and phone deposits shall be the responsibility of the Contractor. Any issues that may arise from these types of deposits shall be responsibility of the Contractor to address.

6. The Contractor provide a detailed plan to prevent and remedy any security risks.

7. The Contractor shall provide detailed fees for all funding options.

8. Unauthorized changes to fees are subject to liquidated damages as specified in Special Terms and Conditions.

9. The booking/lobby kiosks shall provide a detailed receipt to the depositor. At a minimum, the following fields should be included:

Deposit Date and Time

Inmate Name

Inmate ID Number

Depositor Name

Deposit Amount

10. The Contractor shall be alerted through the system if the kiosk deposit system is malfunctioning/out of order (i.e. kiosk out of receipt paper). The Contractor is responsible for all repairs and services of the deposit kiosks within twenty-four (24) hours. Repair/services not completed within twenty-four (24) hours of notification are subject to liquidated damages as specified in Special Terms and Conditions.

11. The Contractor assumes full responsibility to collect and deposit the funds from the booking and lobby kiosks; for the handling of all credit and debit transactions (kiosks, telephone, and internet); and the transfer of those funds to SWVRJA’s bank account.

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12. The Contractor shall provide a schedule for when funds from the booking kiosks, lobby kiosks, internet, and call center sources will be deposited into the SWVRJA bank account. Deposits not received within the agreed upon timeframe are subject to liquidated damages as specified in Special Terms and Conditions.

13. SWVRJA shall not be responsible for any incorrect deposits processed by the Contractor via kiosk, online, or toll-free phone number. No transaction shall be made to an inmate’s account and/or the depositor’s account to correct inaccurate deposits.

14. SWVRJA shall not be responsible for fraudulent cash deposits or charge-backs.

15. The Contractor shall provide SWVRJA with weekly kiosk/internet deposit reports to coincide with deposits made to SWVRJA bank accounts. Reports shall detail the kiosk/internet trust deposit funding to include fields defining date, inmate ID, kiosk type, type of deposit, amount of deposit, etc. Deposit reports not received on the agreed upon date are subject to liquidated damages as specified in Special Terms and Conditions.

M. Debit Release

1. The Contractor shall provide SWVRJA with an adequate stock (as determined by the facility) of FDIC insured debit cards, in addition to checks, that will be given to inmates upon their release at no additional cost to SWVRJA. These debit cards will contain the inmate’s remaining trust account balance (maximum: $350). The cardholder shall be able to use the debit card to withdraw money from an ATM and/or make PIN- and signature-based purchases.

2. Debit cards shall provide immediate access to funds and allow for the first ATM withdrawal to be free of charge to the cardholder. The release card shall have the option to be converted to a permanent reloadable card by the cardholder.

3. SWVRJA staff shall be able to load the inmate funds to the debit release card using the inmate banking system. The Contractor shall provide a card swipe that will allow SWVRJA staff to populate the debit card number on the website.

4. The cardholder shall be able to activate the card using a PIN that is automatically generated. If reported lost, the provider can deactivate the card and reissue a new card with the remaining balance at the time of deactivation. The debit card provider shall provide a toll-free number 24 hours per day, 7 days per week for inmate inquiries.

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5. The Contractor shall include fee descriptions and amounts for debit release cards in their proposal.

6. Unauthorized changes to fees are subject to liquidated damages as specified in Special Terms and Conditions.

N. Inmate Banking Software

The Contractor shall provide inmate banking software to the SWVRJA. The Contractor may provide a third-party software or a Contractor owned software.

The third-party vendor’s information including date established, references, fee schedule, and corporate structure shall be included in the Contractor’s proposal.

1. The Contractor shall provide an implementation plan with a timeline and transition to new system. The timeline shall include important milestone dates with a description of each milestone. Milestones that aren’t met by the agreed upon date shall be subject to liquidated damages as specified in Special Terms and Conditions.

2. The Contractor shall provide the applicable interface to allow the inmate banking software to be accessed on the tablets provided by SWVRJA’s ITS/VVS vendor.

3. Contractor shall provide SWVRJA with inmate banking software upgrades as they become available. All upgrades must be provided to the SWVRJA at no additional cost.

4. Maintenance issues not addressed within twenty-four (24) hours of notification are subject to liquidated damages as specified in Special Terms and Conditions.

5. Contractor to provide onsite training to staff initially and additional training as requested. Contractor shall also provide training manuals and materials.

The training shall include instruction in procedures and practices necessary to verify inmate ID, review discharged or released inmate, creating credit entries, opening inmate accounts, billing inmate fees, receiving funds, bank account reconciliation, reports, creating credit entries, etc.

Software at a minimum must perform the following:

1. Software shall be a general ledger-based inmate trust fund accounting software. The records shall be maintained by inmate name, inmate ID number, and other identifiers.

2. Software shall be in accordance with generally accepted accounting principles

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3. Access to detailed general ledger reports for items such as account history, bank account transactions, frozen inmate accounts, active inmate accounts, inactive inmate accounts, fee collection, etc.

4. Ability to assign automatic collection(s) for room and board, medical, prescriptions co-payments, lost and/or destroyed property fees, and any other facility designated criteria. Ability to allow for collected funds to be applied to debt balances, such as daily fees or weekender fees, either by priority, percentage, or both as defined by SWVRJA

5. Automatic transaction posting for charges such as daily fees, weekender fees, etc. Must be able to exclude sub-sets of inmates based on a booking code in JMS.

6. Account balances maintained up to the minute and restrictions applied to purchase(s) without sufficient funds

7. Ability to merge duplicate accounts

8. Ability to conduct batch entries for all accounting data. Provide for automated transaction category codes and transaction amounts

9. Ability to post credit/debit charge(s) to an inmate’s account either individually or through a batch process for multiple inmates

10. Ability to void transactions on an inmate’s account either individually or through a batch process for multiple inmates

11. Ability to post online credits for commissary orders, shortages, damages, and releases

12. Ability to print checks in accordance with the balance of the trust fund of one inmate or multiple inmates (Group Transfer).

13. Maintain outstanding debt files with automatic collection upon deposits to the inmate’s account

14. Ability to provide detailed trust account balance for all active and inactive inmate accounts

15. Reporting with custom date range which itemizes gross sales, net sales, returns, refunds, and commissions.

16. Ability to reconcile bank account(s)

17. Provide individual cash drawers for receipt and release of inmate funds

18. Ability to download all reports into Excel format

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19. At the conclusion of contract, detailed records in a readable, serchable format must be provided to Customer. Accounting records should be maintained for 3 years after the end of the contract.

O. Electronic Interfaces

1. Contractor shall not charge the inmate, SWVRJA, or any outside contractor/provider for the interface or service. This requirement shall apply to any and all interfaces required in this RFP. The Contractor shall be responsible for obtaining the software and software licensing to provide integration with the systems below.

2. Interfaces include any of the following current or future uses:

i. JMS – Accounts in the inmate accounting system shall be automatically opened when an inmate is booked in and closed when an inmate is released from JMS.

ii. ITS – The Contractor shall facilitate debit-calling purchases and refunds of debit-calling funds at release. This interface shall allow for inmate debit purchases to be an automated file-transfer and labeled differently from other commissary purchases.

iii. ITS Tablets – The Contractor shall provide the interfaces to allow for commissary ordering, inmate accounting, and tablet content purchases to be included on tablets provided by SWVRJA’s ITS/VVS vendor.

iv. Inmate accounting system - The interfaces shall include all actions and/or transactions needed to accurately update individual inmate accounts to reflect deposits, purchases, and/or refunds. Inmate accounts shall be updated immediately upon the Contractor’s receipt of any order or request for a refund.

v. Video visitation

vi. Electronic banking, including deposit of funds and debit card releases

vii. Electronic Mail System

viii. Various kiosk systems, as well as any future inmate services or data tracking purposes

ix. Any other technology interfaces that SWVRJA deems necessary

3. Changes in vendors/contractors for the above interfaces shall require the Contractor to provide a new interface at no cost.

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P. Invoices

The Contractor shall submit one monthly invoice for each service provided – i.e.

food cart, indigent kits, commissary sales, etc.

1. Contractor shall provide separate monthly invoices for inmate purchases, online purchases, POS cart purchases, administrative kits, and indigent kits.

2. Invoices shall include item categories, returns, adjustments, refunds, taxes, fees, and commissions.

3. Monthly commission payment shall be received by the SWVRJA within 30 days after the end of the month.

4. All invoices shall be paid on a Net 30 basis.

Invoices shall include, but not be limited to, the following:

1. Contractor’s unique invoice number, order date, delivery date, invoice date, order fill rate, and invoice amount. The Contractor’s invoice shall not include charges associated with the sale of debit calling time.

2. The Contractor shall furnish monthly reports on gross sales, line item sales amounts, and number of indigent transactions.

Q. Maintenance

1. The Contractor shall provide the SWVRJA with the escalation procedures for handling customer support issues including, but not limited to, maintenance, outages and reporting issues for kiosks and accounting software.

2. The Contractor shall provide the on-site response time, priority levels and escalation schedule for outage/service issues at and/or related to the SWVRJA as an exhibit to its proposal.

3. The Contractor shall describe its detailed approach to routine and emergency maintenance as an exhibit to its proposal.

4. Maintenance issues not addressed within twenty-four (24) hours of notification are subject to liquidated damages as specified in Special Terms and Conditions.

R. SWVRJA’s Responsibility

Space

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The SWVRJA shall make available to the Contractor secure office and working space for commissary operations. Space requirements beyond that offered by the SWVRJA are the sole responsibility of the Contractor.

Equipment

The SWVRJA shall provide for use by the Contractor Jail-owned furnishings that are on-hand in the commissary office and work space at the start of the contract.

Furnishing requirements beyond that offered by the SWVRJA is the sole responsibility of the contractor.

At the start of the contract, SWVRJA and the contractor shall conduct and document a joint inventory of equipment and its condition as provided to the contractor.

At the end of the contract, the contractor shall return all SWVRJA-owned equipment to SWVRJA.

At any time during the contract, the contractor may return to SWVRJA any SWVRJA-owned equipment that the Contractor determines is no longer serviceable or is no longer needed by the Contractor. Replacement equipment is the sole responsibility of the Contractor.

Network

The SWVRJA will provide a wired and wireless newtwork that may be utilized by the Contractor. The Contractor will only be responsible for any wiring or hardware beyond the existing SWVRJA network.

Information Systems

1. Access the SWVRJA JMS system to determine inmate custody status, housing unit location, etc

2. Access to the inmate accounting system to process transactions

3. The Contractor shall be responsible for answering inmate requests regarding Commissary via request software.

4. The SWVRJA shall be responsible for maintenance of information systems and equipment provided by SWVRJA.

S. Contractor’s Responsibility

1. The Contractor shall detail the transition, implementation and installation of the commissary services including electronic ordering, delivery of orders, inmate banking, debit release cards, cash release machine (if applicable) and online ordering. The timeline shall include important milestone dates with

RFP – INMATE COMMISSARY SERVICES Page 19 of 39 a description. Milestones that aren’t met by the agreed upon date shall be subject to liquidated damages as specified in Special Terms and Conditions.

2. Contractor shall work with the incumbent provider to ensure an orderly transition.

3. Contractor shall work with the JMS provider to ensure a seamless transition of the banking software and any required interfaces.

4. The Contractor shall coordinate with SWVRJA’s ITS/VVS provider to include commissary ordering and inmate banking software on the SWVRJA’s tablets.

5. Contractor shall provide a 24/7/365 customer service support center.

6. The Contractor shall purchase stock and sell all items listed on the menu.

7. The Contractor shall secure and pay all federal, state and local taxes, licenses, permits and fees required for the delivery of commissary services.

Such taxes and licenses shall be secured and paid for by the Contractor during the entire contract term.

8. The Contractor shall be responsible for maintaining any and all equipment related to commissary services.

9. The Contractor shall provide to the SWVRJA’s office monthly reports on gross sales, line item sales amounts, and number of indigent transactions.

10. The Contractor shall keep full and accurate accounts of sales and inmate trust account records as well as any other related records pertaining to the services covered by this Agreement. All such records shall be retained by the Contractor for a period of three (3) years beyond the contract end date and may be audited by the facility at any time, during regular working hours.

All records shall be given to SWVRJA in a readable, usable format at the end of the contract.

11. The Contractor shall coordinate all necessary integration needs between the existing Jail Management System (JMS) contractor, Inmate Telephone System (ITS) contractor, Video Visitation System (VVS) contractor and electronic mail contractor, as well as any other software system as determined by SWVRJA. These systems must be able to integrate with the Contractor provided accounting software.

12. The Contractor shall supply any additional hardware and all necessary software and support when needed.

13. The Contractor shall attend meetings with the SWVRJA staff when requested, and be available to meet at least once every three- (3) months with the SWVRJA’s liaison to review operations.

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14. The Contractor shall show a minimum of three years of experience with inmate accounting programs.

15. All Contractor employees are required to have passed drug-testing procedures and will have background checks completed by the SWVRJA.

16. All tools shall be counted and logged prior to entry into any SWVRJA facility.

The removal of all tools and containers will be the sole responsibility of the Contractor.

T. Equipment/Supplies Provided by the Contractor

The Contractor shall provide, at the Contractor’s expense, all equipment required to process commissary orders and transmit commissary orders to the Contractor’s facility. This shall include, but not be limited to, modems, telephone lines, computer hardware, and computer software.

The Contractor must provide at no cost to SWVRJA methods of automation for the public to make deposits to the inmate account. All methods shall be currently available and explained in detail in the RFP response. Any fees that will be applied to the end user for this service must first be approved by SWVRJA.

Unauthorized changes to fees are subject to liquidated damages as specified in Special Terms and Conditions.

The Contractor shall provide on-site repair and/or replacement of all equipment supplied by the Contractor under the terms of this agreement. The Contractor must repair or replace failed equipment within twenty-four (24) hours of notification of failed equipment. The Contractor shall have procedures in place to manually enter an order if equipment should fail during the order process. The manual method shall not interfere with the normal delivery schedule.

The Contractor shall be responsible for the cost of maintenance, repair, and replacement of equipment provided by the Contractor.

The Contractor shall provide all consumable supplies required for equipment provided by the Contractor. The Contractor shall make available to SWVRJA a sufficient quantity of consumable supplies to ensure uninterrupted operation of commissary services.

VI. Proposal Preparation and Submission Requirements

A. General Instructions

1. All proposals shall be sealed and marked “Proposal for Inmate Commissary Services: Southwest Virginia Regional Jail Authority”.

2. Please submit five (5) physical copies of your response along with two (2) electronic copies on a flash drive or CD/DVD. Any proprietary information

RFP – INMATE COMMISSARY SERVICES Page 21 of 39 shall be clearly identified in the proposal. One of the electronic copies shall have proprietary information redacted.

3. The RFP cover sheet, as well as, all addenda acknowledgements, shall be completed, signed, and returned with the proposal.

B. Specific Requirements

Proposals shall be as thorough and detailed as possible so that the SWVRJA may properly evaluate the products offered. To be considered substantive, the proposal shall respond to all requirements of the RFP. Any additional products or services that could be beneficial to the SWVRJA shall be provided as an appendix to the proposal. At a minimum, your response shall include the following:

1. Qualification Statement

A statement shall be included describing the contractor’s qualifications to perform the work listed in this RFP. The statement shall include the number of years you have been in business, as well as, the resources you have available to meet the requirements of this RFP. In addition, if the contractor anticipates using a subcontractor(s), the same information shall be submitted concerning the proposed subcontractor(s).

2. Implementation

The Contractor’s plan shall detail the transition, implementation and installation of the commissary services including electronic ordering, delivery of orders, inmate banking, debit release cards, cash release machine (if applicable) and online ordering. The timeline shall include important milestone dates with a description. Milestones that aren’t met by the agreed upon date shall be subject to liquidated damages as specified in Special Terms and Conditions.

3. Fees

Please list and describe all fees and amounts charged to inmates, friends and family and SWVRJA.

Unauthorized changes to fees are subject to liquidated damages as specified in Special Terms and Conditions.

4. Financial Proposal

The Contractor shall provide a financial proposal listing the available commissary options and the breakdown of the commission percentages for each. Commission percentages shall be entered on Attachment 2 – Commission Form and included in proposals. Commissions shall be paid

RFP – INMATE COMMISSARY SERVICES Page 22 of 39 on net sales of all commissionable commissary items. “Net Sales” is defined as gross commissary sales minus any taxes, fees, refunds, non-commissionable items.

The Contractor shall provide a complete list of items that will be offered for sale to the SWVRJA inmates through commissary services. This list shall include the product description, size, weight, price etc. All non-commissionable items offered shall be clearly labeled on this list. Any additional goods or services offered by the Contractor shall be included as alternate items that may or may not be included in the final contract.

Commissions for any additional options proposed by the Contractor shall be calculated utilizing the formula included in Attachment 2.

5. Reference

The Contractor shall provide references from clients who have purchased similar services. Names, addresses, telephone numbers, email addresses, and individual contacts of at least three accounts that are similar in size and complexity to SWVRJA. If possible, references shall be located in the Commonwealth of Virginia.

6. Certifications

The Contractor shall provide copies of all certifications and licenses required to perform the work required in this RFP.

7. Sample Items

Upon notice of award, the Contractor shall provide one (1) sample of all proposed items for evaluation purposes. These samples shall match the brand name, flavor, quantity, and size of the items included in the proposed list of items.

8. Proposal Presentation

The Contractor may be required to make an on-site or virtual presentation of their proposal to the SWVRJA evaluation committee after the proposal due date and time.

VII. Evaluation and Award Criteria

A. Evaluation Criteria

A committee will evaluate all proposals submitted. The proposal(s) will be awarded based upon the response(s) that is/are deemed to be the most responsive and of greatest benefit to the SWVRJA. The SWVRJA reserves

RFP – INMATE COMMISSARY SERVICES Page 23 of 39 the right to award this RFP to multiple Contractors. The evaluation criteria will include, but not be limited to:

Qualifications of Contractor and proposed subcontractor(s)

1. Demonstrated experience and service in Inmate Commissary Services Consulting

2. Financial Proposal

3. Technical Capabilities

4. References from clients similar to SWVRJA

B. Proposal Evaluation Process

Selection shall be made of two or more contractors deemed to be fully qualified and best suited among those contractors submitting proposals, on the basis of the factors involved in the RFP. Negotiations shall then be conducted with each of the contractors so selected. After negotiations have been conducted with each contractor so selected, SWVRJA shall select the contractor which, in its opinion, has made the best proposal, and shall award the Agreement to that contractor. Should SWVRJA determine in its sole discretion that only one contractor is fully qualified, or that one contractor is clearly more highly qualified than the others under consideration, an Agreement may be negotiated and awarded to that contractor. The contractor(s) with the lowest price is not guaranteed award of this contract.

C. Best and Final Offer

SWVRJA may request a Best and Final Offer (“BAFO”) from selected contractor(s). A BAFO allows the contractor an opportunity to supplement its original proposal. Selected contractors will be contacted in writing by SWVRJA requesting the submission of contractor’s BAFO. The BAFO will be in the form of an addendum to this RFP and contractors’ submitted proposal.

D. Rejection of Proposals

SWVRJA may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Section 2.2-4359D of the Virginia Code).

VIII. General Terms and Conditions

A. Contractors Manual

This solicitation is subject to the provisions of the Commonwealth of Virginia

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Contractors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The procedure for filing contractual claims is in section 7.19 of the Contractors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at www.eva.virginia.gov under “Contractors Manual” on the contractors tab.

B. Applicable Laws and Courts

This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2- 4366).