Vendor_Conference_Registration_Form_-_fillable.pdf

This is a Vendor Conference Registration Form issued by Dane County Sheriff's Office in Wisconsin for the Jail Resident Commissary, Banking and Trust Services Request for Proposal (2026-RFP-035-PR). The form serves as a temporary one-day access credential for vendors planning to attend the mandatory on-site vendor conference and facility tour scheduled for April 10, 2026 at 10:00 a.m. All completed registration forms must be submitted to the Purchasing Department by the registration deadline of Friday, April 3, 2026 at 4:00 p.m. (CST). The conference includes facility tours across two existing jail facilities—the City-County Building and Public Safety Building—as well as information regarding integration with a new consolidated facility under construction as part of the Jail Consolidation Project. Vendors who fail to attend the mandatory conference will have their proposals rejected. The RFP seeks a single-award contract for comprehensive commissary services, resident banking and trust account management, and related financial operations for a jail system with an average daily population of approximately 648 residents and annual commissary sales averaging $915,000. The submission deadline for proposals is May 1, 2026 at 2:00 p.m., with the contract commencing October 21, 2026, through an initial term ending December 31, 2027, followed by four optional one-year renewal periods extending through September 30, 2031.

The registration form requires comprehensive background verification for all attendees, including checks through the Department of Transportation, Federal Bureau of Investigation, warrant databases, jail records, Criminal Investigation Bureau, and Wisconsin Circuit Court Access Program (CCAP). The vendor will receive a monthly administrative fee of $337,373.04 during the initial contract term, with a three percent increase in each subsequent term, and must charge zero commissions on commissary transactions. Dane County has established local vendor preference provisions awarding five points to Dane County-based vendors and two points to vendors in adjacent counties. Required services include weekly pre-order commissary fulfillment across beverages, snacks, clothing, medical supplies, hygiene products, and miscellaneous items; two lobby deposit kiosks and one booking area cash-accepting kiosk; resident debit card functionality; and trust accounting software with comprehensive reporting and audit capabilities. The vendor must integrate with the existing Global Tel*Link Corporation dba ViaPath Technologies tablet platform and comply with Dane County IT Infrastructure Standards including Microsoft SQL Server 2022 databases, VMware ESX virtual environments, and security compliance with PCI, SAS, NIST, HIPAA, and CJIS standards. Vendors must maintain minimum staffing of four approved employees for commissary distribution, obtain a Certificate of Insurance prior to contract execution, and provide 24/7 technical support with a four-hour response time for system issues.