Inmate Commissary Services

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 561720 - Janitorial Services
Posted Date: Aug 2, 2020
Due Date: Aug 12, 2020
Solicitation No: RFP 20258-3
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFP 20258-3
  • Inmate Commissary Services
  • Status: Open
  • Time Left:9 days, 16 hours
  • Closing: 8/12/20 3:00 PM
  • Issued: 7/7/20 4:05 PM
  • Last Amended: 7/31/20
  • Buyer:William Cartwright
  • whcartwright@cityofchesapeake.net
  • 757-382-6923

  • Issued By:City of Chesapeake
  • Type:Request for Proposals (RFP)
  • Category:Non-Professional Services - Non-Technology
  • Work Location: Chesapeake Correctional Center
  • Web Address:
  • Pre-Bid Conference:
  • Open Responses:8/12/20
  • Description:The purpose of this Request for Proposal (RFP) is to establish a contract through competitive negotiation with a vendor to provide a full service commissary and vending program for the City of Chesapeake Correctional Center. This program is an initiative to have a company provide; management, staffing, equipment, a supply chain of commissary and vending items, delivery services, and a comprehensive inventory of commissary items to support the needs of those housed in the Chesapeake Correctional Center. The Primary objective of this RFP is to provide high quality and cost effective solution, which meets the needs of the City.
  • Amendment/Cancellation Information:Addendum 1 Posted Addendum 2 Posted

Attachments
Attachment Size Description Posted On Type
RFP 20258 Inmate Commissary Services -Final.pdf (613.14 KB) RFP 20258 Inmate Commissary Services 07/07/20 Solicitation
Addendum 1 RFP 20258.pdf (1.41 MB) Addendum 1 RFP 20258 07/24/20 Solicitation
Addendum 2 RFP 20258.pdf (279.78 KB) Addendum 2 RFP 20258 07/31/20 Solicitation

Attachment Preview

REQUEST FOR PROPOSALS (RFP)
NON-PROFESSIONAL SERVICES
ISSUE DATE: July 07, 2020
TITLE: Inmate Commissary Services
RFP No. 20258
COMMODITY CODE: 393-56
ISSUED BY:
City of Chesapeake
Purchasing Division
306 Cedar Road, 5th Floor
Chesapeake, Virginia 23322
USING DEPARTMENT:
City of Chesapeake
Sheriff’s Office- Corrections
400 Albemarle Drive
Chesapeake, Virginia 23322
PERIOD OF CONTRACT: The contract term shall be for five (5) years from the date of execution with two (2), one (1) year option
for renewal upon mutual written agreement of the parties.
The City of Chesapeake, Virginia will receive sealed proposal for the above named project until 3:00 PM EST on
August 06, 2020 at the office of the Procurement Administrator in the Purchasing Division, 5th Floor, City Hall
Building, 306 Cedar Road, Chesapeake, Virginia, 23322. Any sealed proposal received after the specified time and
date will not be considered. See Section VI and VII for specific instructions for the completion of proposals.
Inquiries for Information Should Be Directed To: William “Bud” Cartwright, Procurement Specialist II, via email only at:
whcartwright@cityofchesapeake.net. All questions must be submitted via e-mail before 3:00 pm, July 21, 2020..
Bid Documents may be examined at the offices of City Hall, Purchasing Division, 306 Cedar Road, 5th Floor,
Chesapeake, VA. Electronic copies of bid documents in PDF format are available for download on the Onvia
Demandstar web site at www.demandstar.com or the Commonwealth of Virginia’s Procurement Portal website at
https://eva.virginia.gov/. Please refer to City of Chesapeake website http://www.cityofchesapeake.net/government/city-
departments/departments/Purchasing-and-Procurement/solicitations.htm for more information.
It shall be the responsibility of the prospective offeror to monitor the City’s website for published addenda and
to have all addenda signed by an authorized representative of the company. All fully executed addenda must
be returned to the City along with the signed proposal. The City will NOT accept faxed addenda.
IF PROPOSALS ARE MAILED, SEND DIRECTLY TO THE PURCHASING DIVISION AT THE ADDRESS SHOWN ABOVE. IF
HAND DELIVERED, DELIVER TO: City Hall, Purchasing Division, 306 Cedar Road, 5th Floor, Chesapeake, VA.
In Compliance With This Request for Proposal And To All The Conditions Imposed Therein and Hereby Incorporated By
Reference, The Undersigned Offers, And Agrees To Furnish Services requested in the solicitation.
THIS SECTION IS TO BE COMPLETED BY OFFEROR’S AUTHORIZED REPRESENTATIVE.
Name and Address of Firm:
Date:
Zip Code:
Check All That Apply: DMBE Certified Business
By:
Name:
Title:
(Signature In Ink)
(Please Print)
_
Small Women-Owned Minority-Owned
Other:
DMBE #
Email:
Website:
FEI/FINT NO:
Phone:
_ Fax:
Due to the City of Chesapeake’s emergency closure to the public in response to COVID-19, the proposal opening
and will take place via video and teleconference. Interested parties may join on August 06, 2020 @ 3:00 PM EST
via the following: https://us02web.zoom.us/j/86871561831?pwd=UEFCbG52VTI0bXVIbENhTWRQclplUT09
Meeting ID: 868 7156 1831 Password: 20258 or Conference Call 757-382-290P5ageCo1doef: 05453856
TABLE OF CONTENTS
REQUEST FOR PROPOSAL NO. 20258
TITLE: Inmate Commissary Services
I.
PURPOSE ............................................................................................................... 3
II.
BACKGROUND ....................................................................................................... 3
III. STATEMENT OF NEEDS........................................................................................ 3
IV. SCHEDULE OF EVENTS ………..………………………………………………………17
V.
CONFLICTS AND QUESTIONS.............................................................................. 18
VI. PROPOSAL PREPARATION AND INSTRUCTIONS.............................................. 18
VII. SPECIFIC PROPOSAL INSRUCTIONS.................................................................. 20
VIII. SELECTION CRITERIA........................................................................................... 24
IX. ORAL PRESENTATIONS........................................................................................ 24
X.
NEGOTIATION AND AWARD OF CONTRACT ...................................................... 24
XI. PRICING …………………………………………………………………………………. 25
XII. PERIOD OF PERFORMANCE ……………………………………………………….…25
ATTACHMENT A – Certification of Compliance with Immigration Laws and Regulations; Litigation Disclosure-
Authorization to Conduct Business in the Commonwealth - State Corporation
Identification Number**
ATTACHMENT B- Subcontractor License Information**
ATTACHMENT C- Offeror Data Sheet**
ATTACHMNET D- Commission Schedule and Indigent Kit Pricing**
ATTACHMENT E- Proposed Commissary List and Pricing**
ATTACHMENT F- Proposed Vending List and Pricing**
APPENDIX A- Section I – Required General Terms and Conditions
Section II – Special Terms and Conditions
APPENDIX B- Standards
APPENDIX C- Commissary List
APPENDIX D- Vending List
**These attachments must be fully executed and submitted with the your Proposal
The City of Chesapeake does not discriminate against faith based organizations in accordance with Code of Virginia
Section 2.2-4343.1 or against any contractor, bid, or offeror because of race, religion, color, sex, national origin, age,
disability or any other basis prohibited by State law relatingto discrimination in employment.
Page 2 of 55
I. PURPOSE:
The purpose of this Request for Proposal (RFP) is to establish a contract through competitive
negotiation with a vendor to provide a full service commissary and vending program for the City of
Chesapeake Correctional Center. This program is an initiative to have a company provide;
management, staffing, equipment, a supply chain of commissary and vending items, delivery services,
and a comprehensive inventory of commissary items to support the needs of those housed in the
Chesapeake Correctional Center. The Primary objective of this RFP is to provide high quality and cost
effective solution, which meets the needs of the City.
II. BACKGROUND:
The Chesapeake Correctional Center is a local facility located in Chesapeake, Virginia and currently
housing an average 1,050 inmates daily. Inmate population may increase up to a maximum of 1,200
during the next 12 months. The inmates are made up of male (85% average) and female (15% average)
adults with the following status: pre-trial, post-trial, sentenced and waiting for transfer to state
institutions.
The current facility was built in the early 1960s. Since that time, the facility has gone through a number
of expansions (1978, 1987, 1997, and 1999). The facility is designed with linear, indirect, and direct
supervision housing units. A portion of the facility is a six-story structure with all other areas being one
story. The current rated capacity of the facility is 555. The facility is located adjacent to the municipal
complex in the Great Bridge area of the City of Chesapeake.
The latest addition to the facility “The 18” our Work Center, was completed in early 2019. This new
addition (192 beds) and is not directly connected to the existing jail but is connected via a secure
walkway. The new addition increases the current rated capacity from 555 to 747.
Our current commissary and vending vendor is Keefe Commissary Network, LLC.
III. STATEMENT OF NEEDS:
The successful contractor will be responsible for the operation of the inmate commissary and shall
establish proper operating procedures to ensure efficient, effective and accountable operation of the
commissary. The successful contractor will be required to provide high quality commissary goods and
services to the inmates at the Chesapeake Correctional Facility. The selected Contractor shall furnish
all inventory, supplies, labor, supervision, and packaging necessary to operate the commissary. All
costs associated with providing commissary services to the Chesapeake Correctional Center, including
staffing, maintenance fees, connection fees, equipment costs, software costs, and material and supply
costs are the responsibility of the successful contractor. The successful contractor will pay the
Chesapeake Correctional Center a commission on all items sold through the commissary program.
Contractors responding to this RFP must have a proven and verifiable record of providing correctional
commissary services to facilities of comparable size and scope of operations.
Page 3 of 55
A. Commissary Operations:
1. The Contractor must provide a strategy and transition plan for change without causing
delays, errors or system failures.
2. The Contractor shall provide one (1) full-time commissary supervisor. The Commissary
supervisor will be responsible for supervising contractor staff to accomplish the
delivery of purchased items to inmates, resolve problems related to commissary
services, answer inmate requests related to commissary services and post charges and
co-pays to inmate accounts.
3. The contractor shall provide 24 hour support for commissary to resolve problems or
questions regarding operations and software.
4. All commissary stock shall be maintained off-site. Administrative management and
individual inmate order deliveries shall be accomplished on-site. The contractor shall
maintain substantial stock of goods to assure that ordered items are delivered on
schedule.
5. The contractor is solely responsible for the distribution of all commissary orders to the
correct housing area. Facility staff and/or inmate workers are not permitted to assist
with this task.
6. The successful contractor shall offer for sale through the inmate commissary a wide-
variety of items. All products to be sold through the commissary must be approved by
the Chief of Corrections in writing. Brand-name products must be included wherever
possible. Chesapeake Correctional Center inmates currently purchase approved food
items, personal hygiene products, stationary products, playing cards, over the counter
medications, clothing, and other items from the current on-site inmate commissary on
a regularly scheduled basis. A list of items sold through the commissary is in Appendix
C to the RFP.
7. All products, as well as the packaging of all products, must not present any security
hazard either in original or modified form. To the extent practicable, items should be
clear, security-based products. Glass and metal containers are prohibited. Products
not properly labeled or packaged for individual sale may not be sold on an individual
basis. Contractor is responsible for ensuring that products delivered are free from
contraband.
8. All foods must be wrapped and dated for individual consumption. No products sold
will be past their “sell by” or “use by” dates. No products containing alcohol are
permitted.
Page 4 of 55
9. The contractor shall provide for mail, web, kiosk and telephone methods for the public
to make deposits to the inmate accounts. The Contractor will be responsible for the
cost of all related internet connections.
10. Inmate spend limit on sales shall be determined by the Superintendent and is subject
to change. It is the Chesapeake Correctional Center’s intent to set the spend limit to
$125 per inmate, per week.
11. Currently, most inmates place commissary orders through the electronic kiosks
located in each housing areas. The inmates located in the restricted housing units,
who are permitted commissary privileges, use bubble sheets to place orders. Orders
are then filled and distributed to inmates in their housing pods once a week.
Commissary staff will, by computer, access the inmate’s accounts, enter the deduction
for the amount of the approved purchase and print an itemized receipt showing the
date, the inmate’s name, Inmate number, total amount of the purchase, state and
local sales tax, and the ending balance in the account. The receipt should also show
those items ordered, but not delivered. Inmates must sign for each order delivered
either using a copy of the paper receipt or through electronic signatures.
12. Contractor shall meet with the Booking Section daily to collect cash property and
deposit/receipt these monies on the same day collected. Checks and/or Debit Cards
on inmate funds shall be made available immediately upon the inmate’s release. Any
exceptions to this shall be approved in writing by the Chief of Corrections.
13. Contractor shall adhere to the current various administrative duties of the medical co-
payment system. The commissary vendor maintains inmate accounts. We have co-
payments for medical services such as seeing the doctor or dentist and medications.
The commissary vendor has to be able to charge these costs to the inmate accounts.
14. The current 3 day schedule is listed below. The Chesapeake Correctional Center will
consider flexible delivery schedules. Contractors are invited to recommend alternate
schedules, including a 5 day schedule. Any modifications to the final agreed upon
schedule must be approved by the Chief of Corrections or their designee in advance.
i. Tuesday- (0830 – 1500) Medical Housing, Female Dorm, and the Tower.
ii. Wednesday-(0830 -1500) Female Pods, 87 Addition, Landing, and the 18.
iii. Thursday- (0900 – 1500) Returns
15. The Contractor shall provide training to Correctional Center Staff on the available
Commissary services.
16. The Contractor shall charge prices that are reasonable and should reflect prices
charged on the open market for the same, or comparable, items in this region. The
Page 5 of 55

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