2027-003 Commissary

Roanoke County, Virginia's Purchasing Division is soliciting proposals under RFP 2027-003 for commissary services on behalf of the Western Virginia Regional Jail Authority (WVRJA) and Roanoke County/Salem Jail, with proposals due November 4, 2026 at 2:00 p.m. Addendum No. 1, dated October 23, 2026, extended the deadline from October 28. No set-asides or preference programs are identified in this solicitation. Bidders who responded to an earlier round via eVA must resubmit, and a signed addendum acknowledgment is mandatory. The addendum's signature does not replace the signature required on the original proposal.

The vendor must operate daily commissary at two facilities: WVRJA (rated capacity 605, 1,024 beds available, average daily population 610) and Roanoke County/Salem Jail (average daily population 80). Operations must comply with 4th Edition ALDF/ACA Standards, National Commission on Correctional Healthcare standards, and Virginia Department of Corrections minimum standards. Inmates order at least twice weekly through housing-unit kiosks and inmate telephones. The vendor delivers by company-owned truck from an offsite warehouse, packaging orders in clear heat-sealed bags sorted by cell block or pod. Required qualifications include at least five years' experience with the Lockdown Resident Banking Software inmate accounting program and two years' experience integrating inmate telephone ordering with jail management systems. Other requirements include an interface compatible with existing inmate tablet kiosks, backup telephone ordering, staff with security clearance and background checks, drug testing for all employees, a backup warehouse plan within Virginia, welfare kits for indigent inmates with less than $1.00 and no account activity for 14 days, monthly gross-sales and welfare reporting, and quarterly meetings with facility management. The vendor pays the facilities a percentage of weekly sales as commission.

The contract term is one year with renewal options for up to four additional one-year periods, subject to yearly reviews. Prices remain unchanged during the first contract year. Afterward, prices may increase to reflect market conditions subject to County approval, not to exceed comparable retail items in the local area.

The mandatory pre-proposal conference (October 15, 2026) and question deadline (October 20, 2026) have passed. Proposals may be hand-delivered, mailed, or submitted electronically through eVA. Proposals must address vendor history, packing procedures, quality control, inventory management, ordering systems, sample menus with pricing, references from similar detention facilities, and litigation history. The point of contact is Dawn M. Rago, Senior Buyer, at (540) 283-8150 or drago@roanokecountyva.gov.