INVITATION TO BID (ITB) MONTROSE SHERIFF S OFFICE JAIL DIVISION INMATE COMMISSARY SERVICE

Transcription

1 INVITATION TO BID (ITB) MONTROSE SHERIFF S OFFICE JAIL DIVISION INMATE COMMISSARY SERVICE Montrose County, Colorado is seeking sealed bids from qualified firms experienced in and capable of providing and installing an automated inmate commissary service. Installation is anticipated for January of Bids must be received no later than 5:00 PM, our clock, Friday November 10, BID PACKAGE CONTENTS / QUESTIONS The complete Bid package is contained within this document. If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error, or has any questions regarding the BID, he/she must Alan Miller, ramiller@montrosecounty.net no later than 5:00 PM, our clock on Monday, October 23, Clarifications, modifications, and answers to questions of general interest will be posted as Addenda on the Montrose County website, no later than 5:00 PM on Monday, October 30, GENERAL REQUIREMENTS To be considered for award, bidder must: 1. Guarantee bid for 90 days. 2. Meet or exceed minimum requirements outlined in the BID. 3. Return all documentation requested. Addenda may be posted up to ten (10) calendar days prior to the proposal deadline. Respondents are responsible for checking the website to ensure they have all addenda prior to submitting a proposal. Failure to acknowledge receipt of any addenda may result in rejection of the bid. 4. Clearly identify, for non-disclosure purposes, any information within the bid that is proprietary in nature or protected by copyright, trademark, or other intellectual property law. 5. Submit one (1) original bid (clearly marked Original) and three (3) copies (marked Copy). 6. Seal and mark package exterior with, JAIL COMMISSARY BID. The package exterior shall also bear the name of the bidding firm. 7. Submit the sealed bid package to Montrose County Sheriff s Office, Attn: Alan Miller, 1200 N. Grand Ave., Montrose, CO no later than Friday, November 10, 2017 at 5:00 PM, our clock. Failure to follow any BID requirements may result in disqualification. Bidders should keep a copy of their bid for their own records. All bids become the property of Montrose County and shall not be returned.

2 SITE VISIT / COMMUNICATIONS Bidders are encouraged to visit the Sheriff s Office Jail to become familiar with the facilities. Arrangements for visits may be made by contacting Jail Administrator, Alan Miller at Bidders are responsible for becoming familiar with the requirements of the project. Failure to do so will not relieve any respondent of its bid and/or contract obligations. EVALUATION / AWARD OF CONTRACT Bids will be recorded, but not publicly opened on Monday, October 23, 2017 at 5:00 PM at Montrose County Sheriff s Office, Administration Office conference room, 1200 N. Grand Ave., Montrose, CO An Evaluation Committee shall recommend contract award in the best interest of Montrose County, using only the following criteria: 1) ability to provide the specified products and services (35 points); 2) ability to provide present and future service and maintenance as needed (35 points); and 3) overall cost of installation, service, and maintenance, both present and future (30 points). It is anticipated that award will be made promptly after the proposal deadline, during a public meeting of the Board of County Commissioners (BOCC). The public is encouraged to attend; meetings are advertised at All proposers will be notified of the decision by mail. A contract will be issued after award by the BOCC and must be returned, with appropriate signatures along with insurance certificates, within fourteen (14) calendar days. The Board of County Commissioners may award the contract based on the evaluation criteria outlined in the Bid submissions. In reviewing the bids received, the County reserves the right to reject, for any reason whatsoever, any and all bids, and to waive any informality or irregularity in a bid. The award of contract may be based on the complete bid or any component thereof. The action to award a contract is subject to approval by the Board of County Commissioners. The submission of a bid by any proposer does not in any way commit the County to enter into an agreement with that bidder, or any proposer. TIMELINE Dates are subject to change with notification provided as necessary. RFP Available on Monday, October 9, 2017, Questions Deadline Monday, October 23, 2017 Answers Provided Monday, October 30, 2017 Bid s Due Friday, November 10, 2017, 5:00 PM Proposal Recording Friday, November 10, 2017, 5:15 PM Contract Award (estimated) TBD Contract Begins January 1, 2018

3 BACKGROUND The Montrose County Sheriff s Office Jail currently serves Montrose and Ouray counties in addition to housing for local police agencies; Montrose City Police, Olathe City Police, Ridgway Marshals Office. Currently the bed capacity is 134 beds with a daily average jail population of approximately 99. Our current commissary vendor is Trinity Services Group, Inc. which is now operating under a month- tomonth agreement. Trinity has provided five (5) kiosks for inmate ordering which also serves as the Inmate Grievance/Request Tracker. OBJECTIVES The Montrose County Sheriff s Office Jail is interested in a turn-key operation which will provide similar services. The successful firm shall provide a complete, fully functioning system with built-in redundancies, with a useful life of at least five (5) years, and on-site cash, debit, and credit card payment capabilities. The selected bidder must be able to provide thorough training and prompt, efficient service and support. The Sheriff s Office anticipates commencement and completion of the automated system in January of PROPOSER QUALIFICATIONS To qualify for award, the proposing firm must have, at a minimum: Three (3) years experience in installing and maintaining all aspects of inmate commissary services Licensing/permits to represent the proposed products and services, including but not limited to, applicable intellectual property licenses and permits; food and food services inspections and permits; any professional licenses or certificates No outstanding judgments or bankruptcies within the past 3 years SCOPE OF WORK The awarded firm shall be responsible to provide all labor, materials, equipment, supplies, and tools required to complete the work as specified, and in compliance with all applicable federal, state and local codes and standards. The awarded firm must oversee and coordinate the entire project. Any subcontractors shall be approved by the Sheriff s Office in writing prior to use. The awarded bidder shall also be responsible, at no additional cost to the County, for cleanup and disposal of all trash and construction debris generated by the project, disposal of any existing items removed but not used in the new installation, and repair of any damage caused by the Contractor or subcontractors. Final acceptance of the work will be provided by the Sheriff s Office in writing.

4 The general scope includes: Remove all existing equipment (except that identified and approved for use in the new system) and install new equipment as per bid Provide and install all necessary connections to each piece of equipment; locate utilities and provide any additional power, if needed for units to function Provide equipment that is secure, resistant to vandalism, and with a minimum useful life of five (5) years Test and adjust system as necessary throughout installation and warranty, and any extended warranty or maintenance period(s) Respond on a timely basis for repair/maintenance from project award through warranty and maintenance periods or extensions. Provide hardware and software for credit card processing that meets current Payment Card Industry Data Security Standards and which accepts/processes MasterCard, Visa, and American Express credit cards Provide remote payment options Provide training to jail employees in system operation, troubleshooting, and maintenance of the entire system SUBMITTALS Bids must include the following: Cover letter, 1-2 pages, to contain company introduction, years in business, qualifications of company, project manager name, staff assigned, and personnel qualifications Detailed description of proposed equipment, including manufacturer name and model number, color/style, years of useful life, hardware specifications, power requirements, diagrams. Identify the existing items to be removed and the existing items that may be used in the new system. Detailed description of all software and firmware, including name, version number, platforms, programming languages, reporting capabilities, server requirements, back-up procedures, fault tolerance, failure and recovery, storage and retrieval, licensing options and fees. Bidder must own or be licensed to use said software. Description of credit card processing transmission methods (primary and redundant), credit cards accepted, processing firm, processing firm s contact information Installation plan, including but not limited to schedules and lead times, additional work required, outside services involved, testing process, and number of days to complete the project Description of possible compatibility issues with existing jail management system List of subcontractors intended for use and the work they will perform Description of service and maintenance support to be provided during and after installation Description of training for jail personnel, including length of time, topics, and future support availability and methods Items specific to the commissary operation:

5 System must be able to receive orders from inmates using phones provided in their unit and automatically debit Inmates accounts The Bidder s company must provide each Inmate order in individual plastic bags with itemized receipt for that order in duplicate copies format. The Bidder s company must provide sturdy box type containers for groups of plastic bags containing individual Inmate orders. Container must be constructed of material strong enough to prevent being crushed during shipment. System must have high security ability and interface with our computer network. System must be able to change/transfer Inmate booking or Sheriff s Office Identification numbers to correct input errors. System must have the ability to restrict certain computer menu options to Supervisor only functions System must have the ability to restrict certain commissary menu items available in case of medical restrictions or inmates under disciplinary sanctions. System must have ability to print both daily and monthly transactions reports as needed for evaluations and tracking The commissary company must provide 24 hour support seven (7) days a week. This includes holidays All applicable taxes must be paid by the Commissary Company. The hardware must be provided by the Commissary Company. This includes the check writer printer and receipt printer. The system must be capable of generating reports for an Auditor to comply with the Jail Standards rule of an annual audit. System must be able to print miscellaneous billing reports and an inmate account receivable invoice. System must be able to maintain a negative balance for each inmate. Two Kiosk machines will be provided. One for the booking area and one for the visitation lobby of the jail. System must be able to be accessed by at least 6 department computers System must be capable of printing a receipt for all transactions. One copy for inmate files and one copy for the inmate. All copies will have a signature block and full inmate identification including name, Sheriff s Office Identification (SOI) number, housing unit, date/time and name of person processing transaction. System must be able to have corrections made to individual inmate accounts without losing the audit trail or require complicated manipulation of the program for corrections. The ability to create debit cards for inmates being released from custody and checks for those being transferred to another facility. The system must have the capability of providing five pod kiosks for commissary ordering. All third party or off site vendors must be Identified and approved by Montrose Sheriff s Office prior to conducting any business relating to inmate commissary or trust fund accounts. Any fees proposed to be collected by any vendor providing services or products to Montrose County inmates must be disclosed in your response to this solicitation.

6 INSURANCE Insurance certificate(s) must be provided upon the full execution of the Contract. Liability insurance must provide coverage amounts of $1,000,000 per occurrence and $2,000,000 aggregate, name Montrose County as additional insured and be kept in force throughout the term of the agreement. Proof of auto insurance and Workers Compensation coverage meeting the limits of the State of Colorado must also be provided. BIDS WILL NOT BE ACCEPTED LATE Montrose County Sheriff's Office reserves the right to reject any or all bids submitted and to waive any informality in the best interest of the Sheriff s Office. Please indicate whether or not you agree to and are able to meet specifications below by indicating yes or no in the blank provided for each item listed below. If you answer no, please specify on an attached sheet the reason. Title Transfer: Title and risk of loss of goods shall not pass to Montrose County Sheriff's Office until the Sheriff s Office actually receives and takes possession of the goods at the point or points of delivery. Receiving times may vary dependent upon Departmental requirements. Generally, deliveries may be made between 9:00 am and 5 pm Monday through Friday. Delivery may be dependent upon mode of transportation and may be decided through negotiations. The place of delivery shall be shown under the Special Requirements/Instructions section of this proposal or on the order as a Deliver to Address. Waiver of subrogation: Bidders and Bidder s Insurance Carrier waive any and all rights whatsoever with regard to subrogation against Montrose County and the Montrose County Sheriff's Office, and their elected officials, employees, agents and/or their volunteers as an indirect party to any suit arising out of personal or property damages resulting from the Bidder s performance under this agreement.

7 Purchase order and delivery: The successful Bidder shall be required to deliver products in a climate (i.e. air conditioning for summer months) controlled delivery vehicle. All items shall be shipped F.O.B. inside delivery unless otherwise stated in the specifications. This shall be understood to include bringing merchandise to the appropriate room or place as designated by the using department. Every delivery of goods must fully comply with all provisions of these requirements and the specifications, including time, delivery and quality. Nonconformance shall constitute a breach which must be rectified prior to expiration of the time for performance. Failure to rectify within the performance period will be considered cause to reject future deliveries and cancellation of the remedies provided by law. Where delivery times are critical, Montrose County Sheriff's Office reserves the right to award accordingly. Scanned or re-typed response: If, in its response, Bidder either electronically scans, re-types, or in some way reproduces the Sheriff s Office published bid package, then in the event of any conflict between the terms and provisions of the Sheriff s Office published bid package, or any portion thereof, and the terms and provisions of the response made by the Bidder, the Sheriff s Office bid as published shall control. Furthermore, if an alteration of any kind of the Sheriff s Office published bid package is only discovered after the contract is executed and is or is not being performed; the contract is subject to immediate cancellation. Severability: If any section, paragraph, clause, phrase, or word of these requirements or the specifications shall be held invalid, such holding shall not affect the remaining portions of these requirements and the specifications and it is hereby declared that such remaining portions would have been included in these requirements and the specifications as though the invalid portion had been omitted. Silence of specifications: The apparent silence of specifications as to any detail, or the apparent omission from it of a detailed description concerning any point, shall be regarding as meaning that only the best commercial practice is to prevail and that only products and workmanship of the finest quality are to be used. All interpretations of specifications shall be made on the basis of this statement. The items furnished under this contract shall be new, unused of the latest product in production to commercial trade and shall be of the highest quality as to the products used.

8 GENERAL OPERATION; REFERENCES THIS FORM MUST BE RETURNED WITH YOUR BID Please supply the following information. Entity Name/Address for contract Project Manager Name *Total Project Cost, Minimum *Total Project Cost with suggested improvements Total installation days Total installation days Any outstanding judgments/bankruptcies in the last 3 years? Yes No. If yes, attach explanation. Please provide the name of a contact in the event of questions on this bid. Name Phone Please supply 3 references of similar projects in the past 3 years. 1. Business Name Phone Address Contact Person Description Year service was provided 2. Business Name Phone Address Contact Person Description Year service was provided 3. Business Name Phone Address Contact Person Description Year service was provided

9 ACKNOWLEDGMENT - MUST BE RETURNED WITH BID The undersigned, having carefully read and considered the Invitation to Bid Montrose County Sheriff s Office Inmate Commissary Service does hereby offer to perform such services on behalf of the County of Montrose, in the manner described and subject to the terms and conditions set forth in the attached Invitation to Bid. The undersigned gives permission for Montrose County to contact business references provided in this proposal, and any others for whom the undersigned has performed work. The undersigned further states that this proposal is made in good faith and is not founded on, or in consequence of, any collusion, anti-competitive agreement or other type of anticompetitive activities between themselves and any other interested party, in restraint of free competition. Business Name Phone Address Authorized Representative Signature Authorized Representative Name & Title (print below) Address Date