Commissary Services for Pittsylvania County

Pittsylvania County Board of Supervisors is requesting proposals for commissary services at Pittsylvania County Jail in Chatham, Virginia, serving approximately 120 inmates, with proposals due September 10, 2026 at 11:00 a.m. The vendor must deliver orders once per week on the day after placement, maintaining a minimum 98 percent order fill rate with name-brand, market-priced inventory comparable to convenience store pricing.

The vendor must provide resident banking software owned, written, and supported entirely in-house with no third-party involvement, together with hardware including a server, workstation, monitors, signature pads, receipt and laser printers, MICR check printer, and lobby kiosk. Commissary operations must include offsite order processing with vendor-provided scanning and delivery using vendor vehicles. All employees must pass pre-employment and random drug screening. The contract term is one year with options for four successive one-year renewals; price increases are negotiable only at renewal. The county reserves the right to terminate with 60 days written notice after the initial 12-month period.

Evaluation criteria weight experience and Virginia references at 25 points, personnel qualifications at 25 points, project approach and management at 30 points, proposal quality at 10 points, and commission rate at 10 points. Financial proposals must specify commission rates on net sales, projected county revenue, and any costs for automated resident payment services, collection services, and self-service lobby payment acceptors.

Minimum insurance requirements include workers' compensation, employer's liability of $100,000, commercial general liability of $1,000,000 per occurrence, and automobile liability of $1,000,000 combined single limit. Written questions are due August 25, 2026 at 12:00 p.m., with responses posted August 26. Proposals may be submitted electronically through Virginia's eVA marketplace or as paper copies to Pittsylvania County Purchasing Department.