INMATE COMMISSARY SERVICES FOR EDDY COUNTY DETENTION CENTER

EDDY COUNTY
STATE OF NEW MEXICO
REQUEST FOR PROPOSAL 26-02
INMATE COMMISSARY SERVICES FOR
EDDY COUNTY DETENTION CENTER
Commodity Code(s): 680-70
EDDY COUNTY
101 W. GREENE ST.
CARLSBAD, NM 88220
Issued Date: April 14, 2026
Proposal Deadline: April 29, 2026 at 2:00 PM MST

RFP 26-02 Inmate Commissary Services for Eddy County Detention Center
Contents
EDDY COUNTY ELECTRONIC PROCUREMENT PORTAL
I. INTRODUCTION ................................................................................................................... 4
II. DEFINITION OF TERMINOLOGY .................................................................................. 8
III. CONDITIONS GOVERNING PROCUREMENT ......................................................... 10
IV. GENERAL REQUIREMENTS ......................................................................................... 12
V. RESPONSE - FORMAT AND ORGANIZATION ............................................................ 19
VI. EVALUATION ................................................................................................................... 20
VII. EVALUATION PROCESS .............................................................................................. 21
Appendices ................................................................................................................................. 23
ACKNOWLEDGEMENT OF RECEIPT FORM ................................................................. 24
LETTER OF TRANSMITTAL FORM .................................................................................. 25
STATEMENT OF COMPLIANCE ........................................................................................ 26
CONFLICT OF INTEREST DECLARATION ..................................................................... 27
AFFIDAVIT OF NON-COLLUSION ..................................................................................... 28
NEW MEXICO RESIDENT BUSINESS PREFERENCE CERTIFICATION .................. 29
CAMPAIGN CONTRIBUTION DISCLOSURE FORM ..................................................... 30
SAMPLE AGREEMENT A-26-XX ........................................................................................ 32
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RFP 26-02 Inmate Commissary Services for Eddy County Detention Center
EDDY COUNTY ELECTRONIC PROCUREMENT PORTAL
Eddy County has partnered with Euna Procurement, formerly known as Bonfire Interactive, to
move all Bid and RFP submissions to a fully digital platform. This is an effort to streamline the
procurement process and make working with Eddy County easier and efficient.
The Eddy County Procurement Portal, hosted by Euna Procurement, can be accessed here:
https://coeddynm.bonfirehub.com/portal/?tab=openOpportunities
All interested vendors must register on the Eddy County Procurement Portal. During
registration, it is recommended that vendors link relevant commodity codes to their profiles to
receive automatic notifications of new opportunities matching their services or products.
How to Register
1. Visit https://www.co.eddy.nm.us/
2. Click on the Business tab
3. Go to BID / RFP Opportunities
4. Select BID / RFP Vendor Registration Instructions
For assistance please visit the Vendor Registration Help page or contact the Eddy County Chief
Procurement Officer with any questions at agranger@co.eddy.nm.us
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RFP 26-02 Inmate Commissary Services for Eddy County Detention Center
I. INTRODUCTION
PURPOSE OF THIS REQUEST FOR PROPOSALS
The Board of Eddy County Commissioners is requesting qualification-based competitive
proposals for Inmate Commissary for the Eddy County Detention Center. Proposals will be
accepted until 2:00 P.M. Mountain Time, April 29, 2026 via the Eddy County Procurement Portal.
Proposals that are received will be reviewed by an evaluation committee that will provide a
recommendation for award to the Board of County Commissioners based on the highest ranking
offer in regard to specific criteria outlined in this Request for Proposals. Eddy County reserves
the right to accept or reject any proposal or any part thereof; to defer action on the request for
proposals; to reject all proposals; to waive any technicalities or informalities in solicitation process
and to accept the proposal which, in its judgment, is most advantageous to the County.
SCOPE OF WORK
Eddy County, New Mexico, is seeking proposals from qualified firms for Inmate Commissary for
Eddy County Detention Center. The successful offeror will be responsible for facilitating
commissary services for both the male and female facilities. All work performed regarding
Commissary Services pursuant to this RFP will be under the direction of the Warden of the Eddy
County Detention Center.
1. Goals & Objectives
To provide County approved inmate commissary service to the Eddy County Adult Male
and Adult Female Detention Facilities, at a minimum of 1 time per week, 52 weeks a year.
2. Services Requested
A. Contractor shall maintain a large selection of items to be made available through the
commissary program. The County shall approve all items to be made available at the
Eddy County Detention Facilities.
B. Purchase and payment of inventory will be the sole responsibility of the Contractor.
1. Inmates will be able to purchase from the Commissary at a minimum of once
per week. All sales will be made via ECDC Facilities Inmate
Telecommunication System Provider, allowing the ability to order directly
from the contractor.
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RFP 26-02 Inmate Commissary Services for Eddy County Detention Center
2. Contractor will package and seal all orders and deliver fulfilled as per schedule
agreed upon by Eddy County, not exceeding 1 week.
3. Contractor will provide, purchase and maintain custody of inventory and
deliver items mutually agreed upon between the Contractor and the County to
the inmates of the Eddy County Detention Facilities.
4. Contractor shall start providing services within (30) days of execution of a
mutually agreed upon contract.
5. Contractor shall provide telephone pin numbers to inmates through the
Commissary Service.
6. Contractor shall be capable of providing one kiosk machine for the main lobby
and an additional kiosk for the primary booking area of the facility, if and
when the County elects to utilize such equipment.
7. Contractor shall provide personnel to issue credits, sort and distribute all
commissary items to inmates.
8. Contractor shall be capable of interfacing, at no additional cost to the County,
with a prepaid card program for the distribution of funds to individuals upon
release from custody, also at no cost to the County. The County's preferred
provider for such services is Numi Financial.
3. System Specifications
A. Contractor shall provide all hardware and software, including system backup, for a
computerized Inmates Accounts System to keep accurate and complete records of all
commissary activity and balances of individual accounts. Existing information should
be transferred if necessary.
B. Any interface with the Detention Centers existing Jail Management System shall be
provided at no additional cost to the County.
C. The system shall allow any designated Detention staff person to open an inmate account
by using the inmate identification number issued at the time of booking, and then to
enter into the computer system the amount of money in the inmates possession at that
time.
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RFP 26-02 Inmate Commissary Services for Eddy County Detention Center
D. The system shall allow for a minimum of the following functionality and types of
transactions to occur on the inmate's account.
1. Add funds to an account
2. Close an account with a detailed statement and pay the inmate's balance by check
3. Deduct commissary and other charges in real time
4. Process Credits
5. Allow for the addition of inmate information to control commissary purchases (i.e.,
disciplinary controls)
6. Allow inmate funds to be electronically transferred to other facilities
7. System must be able to be networked so that the system can be accessed from any
Detention Computer
E. The system shall allow for the ability to post:
1. Secure daily deposits both on and off-site
2. Deposit corrections
3. Off-site solutions shall provide, at a minimum, web based deposits and a toll free
number for deposits, all of which must be made in real time
4. Off-site deposits must accept both credit/debit cards for transaction. Off-site
deposits shall be secure in accordance with industry standards
F. The system shall provide a complete audit trail of all transactions. The audit trail should
include operator identification, date of all entries, and updates to records.
G. The system shall provide a series of reports as specified by the County, including:
Detailed weekly invoices, cash reconciliation, and records of charges to inmates for
other services, such as medical and haircuts. Reporting capabilities shall be available
on any and all fields.
H. The system shall provide various levels of security, including password control and
tracking of transactions by individual and station, shall be present in the software
system. These levels will have the capability to be customized by the jail site manager.
I. The contractor shall install the system, train County personnel, provide documentation
and provide a toll free 24 hour emergency "hot line" to insure maximum utilization and
minimal down time of the inmate accounts system.
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RFP 26-02 Inmate Commissary Services for Eddy County Detention Center
J. The contractor shall provide continuing support for software and hardware throughout
the length of the contract. Support to include correcting program and system problems
plus updates and enhancements to the software.
K. The contractor shall provide receipt paper and ink cartridges for the check printers and
ATM machines.
ASSUMPTIONS / CONSTRAINTS PREFERENCES
Eddy County will not consider proposals which appear to offer less than what is requested in the
request proposal.
CONTRACT TERM
It is anticipated that the initial term of this contract will be for one (1) year, commencing upon
full execution of the agreement(s). The County reserves the right to renew or extend any contract
on an annual basis (or any portion thereof) for up to three (3) additional one-year terms and shall
be subject to the same terms and conditions as set forth in the original agreement. Any such
renewal or extension shall be subject to mutual written agreement by both parties. Under no
circumstances will the total term of this contract exceed four (4) years. This procurement will
result in a single-source award.
PROCUREMENT ADMINISTRATOR
The Procurement Administrator listed below is the official point of contact for this procurement.
All questions or requests for clarification must be submitted in writing directly to the
Procurement Administrator. Offerors are only permitted to communicate with the Procurement
Administrator regarding this RFP. No other Eddy County employees, department heads, or
managers are authorized to speak on behalf of the County for this solicitation. Contacting anyone
else in the County may result in disqualification of the offeror's proposal.
Procurement Administrator
AdriAnne Granger, CPO
Phone: 575-887-9511 Ext. 2525
Fax 575-628-3275
Email: agranger@co.eddy.nm.us
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RFP 26-02 Inmate Commissary Services for Eddy County Detention Center
II. DEFINITION OF TERMINOLOGY
This section contains definitions that are used throughout this procurement document, including
appropriate abbreviations.
1. "Board of County Commissioners" (also "BOCC") means the elected board in whom all powers
of the County are vested and who are responsible for the proper and efficient administration of
the County government.
2. "Close of Business" means 5:00 P.M. Mountain Standard Time (MST) or Mountain Daylight
Time (MDT), whichever is in effect on the date specified.
3. "Contract" or "Agreement" means a written agreement for the procurement of items of tangible,
personal property or services.
4. "Contractor" means a successful offeror who enters into a binding contract.
5. "County" means the County of Eddy, State of New Mexico.
6. "Determination" means the written documentation of a decision of the Procurement
Administrator including findings of fact required to support a decision. A determination becomes
part of the procurement file to which it pertains.
7. "Desirable" refers to the terms "may", "can", "should", "preferably" or "prefers" which identify
a discretionary item or factor. (As opposed to a "mandatory" item or factor.)
8. "Evaluation Committee" means a body appointed by County management to perform the
evaluation of offeror proposals.
9. "Evaluation Committee Report" means a report prepared by the Procurement Administrator and
the Evaluation Committee for submission to appropriate approval authorities for contract award
that contains all written determinations resulting from the conduct of a procurement requiring the
evaluation of competitive sealed proposals.
10. "Finalist" is defined as an offeror who meets all the mandatory specifications of this Request for
Proposal and whose score on evaluation factors is sufficiently high to merit further consideration
by the Evaluation Committee.
11. "Mandatory" refers to the terms "must", "shall", "will", "is required" or "are required," which
identify a required item or factor. (As opposed to a "desirable" item or factor.) Failure to meet a
mandatory item or factor will result in the rejection of the Offeror's proposal.
12. "Offeror" is any person or entity who chooses to submit a proposal.
13. "Procurement Administrator" means the person or designee authorized by the County to manage
or administer a procurement requiring the evaluation of competitive sealed proposals; also
referred to as "Chief Procurement Officer" or "Chief Procurement Officer," in this document and
attachments.
14. "Procuring agency of the County" or "Requesting Department" means the department or other
subdivision of Eddy County that is requesting the procurement of services or items of tangible
personal property.
15. "Purchase Order" or "PO" means the document that directs a contractor to deliver items of
tangible personal property or services pursuant to an existing, valid contract.
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RFP 26-02 Inmate Commissary Services for Eddy County Detention Center
16. "Purchasing" means Eddy County Purchasing Office or the Eddy County Chief Procurement
Officer.
17. "Request for Proposals" or "RFP" means all documents, including those attached or incorporated
by reference, used for soliciting proposals.
18. "Responsible Offer", "Responsive Proposal" or "Submissions" means an offer or proposal that
conforms in all material respects to the requirements set forth in the request for proposals.
Material respects of a request for proposal include, but are not limited to, price, quality, quantity
and delivery requirements.
19. "Responsible Offeror" means an offeror who submits a responsive proposal and who has
furnished required information and data to prove that their financial resources, production or
service facilities, personnel, service reputation and experience are adequate to make satisfactory
delivery of the services or items of tangible personal property called for in this proposal.
20. "Statement of Compliance" and "Statement of Concurrence" mean an express, affirmative
statement by the offeror in their proposal, which they agree with or agree to the stated
requirement(s). Possible examples of acceptable responses include "The [NAME HERE]
Company agrees to comply with this requirement." "The [NAME HERE] Company agrees to
participate as required."
21. "Warden" is the person responsible for the overall management, security, and operation of a jail
or prison, including the supervision and welfare of inmates and staff.
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RFP 26-02 Inmate Commissary Services for Eddy County Detention Center
III. CONDITIONS GOVERNING PROCUREMENT
This section outlines the general requirements and sequence of events governing this
procurement process.
A. SEQUENCE OF EVENTS
The Procurement Administrator will make every effort to adhere to the following schedule:
ACTION RESPONSIBILITY DATE
1. Issue RFP Procurement Administrator 4/14/2026
2. Return of Acknowledgement of Receipt Interested Offerors 4/21/2026
3. Deadline to Submit Questions Interested Offerors 4/22/2026
4. Response to Written Questions / Procurement Administrator 4/27/2026
Addenda
5. Submission of Proposal Interested Offerors 4/29/2026 @ 2:00 PM
MDT
6. Public Opening Procurement Administrator 4/29/2026 @ 2:00 PM MDT
7. Proposal Evaluation Evaluation Committee 4/29/2026 - 5/6/2026
8. Interviews Procurement Administrator As Needed
9. RFP Award* BOCC 5/19/2026
10. Protest Deadline Offerors 15 days after Notice of
Award
*Schedule is subject to change at the discretion of Eddy County*
B. EXPLANATION OF EVENTS
The following provides additional detail on the sequence of events listed above:
1. Issue RFP
This RFP is being issued by the Eddy County Procurement Administrator on behalf of the Eddy
County Detention Center.
2. Return of "Acknowledgement of Receipt" Form for Distribution List
Interested Offerors are encouraged to return the Acknowledgement of Receipt form (located in
the Appendices) by hand-delivery, mail, fax, or preferably by email. The form must be signed by
an authorized representative, dated, and returned by close of business on the date listed in the
Sequence of Events.
Offerors who submit the form will be added to the distribution list to receive written responses to
questions and any RFP amendments. Offerors who fail to submit the form may not receive
crucial updates that could affect their proposal.
3. Deadline to submit written questions
Interested Offerors may submit written questions about the intent or clarity of this RFP until the
deadline listed in the Sequence of Events. All written questions must be submitted by e-mail to
the Procurement Administrator specified in this RFP. Phone inquiries will NOT be accepted.
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