MERCER COUNTY, OHIO REQUEST FOR PROPOSALS FOR MANAGEMENT OF PRISONER INMATE ACCOUNTS AND COMMISSARY VIA A KIOSK SYSTEM For Inquiries of Proposal, please contact: Submit Proposal to: Jodie Lange Mercer County Sheriff s Office 4835 State Rte. 29 Celina, Ohio 45822 419-586-7724 or Jodie.Lange@mercercountysheriff.org Kim Everman Mercer County Commissioners Office 220 W. Livingston Street, Rm. A201 Celina, Ohio 45822 419-586-3178 or commissioners@mercercountyohio.org Due Date: October 11, 2013, at 4:00 p.m. EST
REQUEST FOR PROPOSALS The Board of Commissioners of Mercer County, Ohio intends to enter into contractual relationship(s) to provide a kiosk system that will accept credit cards as part of the management of a prisoner inmate account as authorized by Commissioners Resolution #13-996 and Ohio Revised Code 301.28. Pursuant to ORC 301.28(1), a financial transaction device is defined to include a credit card, debit card, charge card, or prepaid or stored value card, or automated clearinghouse network credit, debit, or e-check entry that includes, but is not limited to, accounts receivable and internet initiated, point of purchase, and telephone-initiated applications or any other device or method for making an electronic payment or transfer of funds. Any questions related to this RFP may be directed to the office of Mercer County Commissioners via e-mail at commissioners@mercercountyohio.org or by calling 419-586-3178. I. SCOPE OF PROJECT Mercer County is seeking a vendor to provide equipment, software, and services necessary to provide a kiosk system at the Mercer County Adult Detention Facility located at 4835 State Route 29, Celina, Ohio. The system will be required to manage an inmate accounting and commissary ordering and delivery solution that meets the requirements set forth herein along with any value-added aspects the vendor may offer. Furthermore, the system must interface with the jail management system. Refer to IV. Specifications and VI. Equipment for more detailed information. II. SUBMISSION PROCEDURES & CONDITIONS Mercer County encourages all qualified vendors to participate in the Request for Proposals (RFP) process. Mercer County reserves the right to reject any or all proposals received as a result of this RFP, or to negotiate separately with competing respondents to this RFP and to award contracts based on services other than those explicitly set forth in this RFP. After reviewing the proposals, Mercer County may elect to withdraw this RFP, make changes, and issue a modified RFP. Mercer County may use any and all ideas presented in any proposal. Selection or rejection of the proposal does not affect this provision. Where two or more proposals are extremely competitive and deemed to be finalists for receiving contract awards, Mercer County
may enter into discussion with any and all vendors; request oral presentations, and request revised proposals. Proposals of vendors will be evaluated using the following criteria: 1. Ability of the vendor to meet and perform operation requirements in a highly-secure manner. Requirements include, but is not limited to, the ability to interface with the jail management system. Mercer County s jail management system is through Emergitech and is called InterSlam. 2. Ability of the vendor to provide and install equipment, software, and supplies at no cost as well as future upgrades as new technology is introduced into the marketplace. 3. The proposed fee structure. 4. The time frame of work plan and schedule. Mercer County is not liable for any costs or expenses incurred by vendors in the preparation of their proposals. All materials submitted with the proposal become the property of Mercer County and may be returned only at the discretion of Mercer County. Proposals must be received by the Mercer County Commissioners by 4:00 p.m. on October 11, 2013. Proposals and all accompanying documentation will become the property of the Board of County Commissioners of Mercer County, Ohio, and will not be returned. Mercer County Commissioners offers the following guidelines for submitting proposals: 1. Refer to Appendix A for a summary of submittals 2. Submit one original and one photocopied version Mail proposals in duplicate to: Mercer County Commissioners, 220 W. Livingston Street, Room A201, Celina, OH 45822. The proposal must be submitted in a sealed envelope or similar container clearly marked as RFP for Kiosk System. Vendor s proposal shall be valid for 90 days. Vendors assume responsibility for all services offered in the proposal, whether provided by the vendor or a subcontractor. The vendor will identify any subcontractors in its proposal. Mercer County will consider vendors to be the sole point of contact for all contractual matters, including payment of any and all charges resulting from the cost of any contract. The Mercer County Commissioners reserve the right to reject any or all proposals, and to waive any informalities or irregularities in the proposals received. All references to contractor (vendor) requirements throughout this RFP include subcontractors. It is understood that the vendor will fulfill these standards by utilizing its
alliances with other processing organizations, including the card associations, hardware manufacturers and/or distributors, and front-end processors. Responses to this RFP should be concise and understandable by a non-technical audience. Vendors should be aware that, except for trade secrets, the terms of proposals and contracts are public information and can be accessed by the public. III. AWARD It is the intent of Mercer County to partner with the vendor providing the best value and most secure process of providing commissary to the Mercer County Adult Detention Facility. It is the intention of the Mercer County Sheriff s Office to partner with one company for ALL services listed herein. The Board of Mercer County Commissioners will award a contract within 90 days of the bid opening. Successful vendor shall provide Mercer County with a contract within 10 days of the notice of award; this contract must be approved and signed by both parties. Vendor shall complete the services and furnish the goods in accordance with the vendor s proposal and the contract within 60 days of the fully-executed contract date. Mercer County will have the right to cancel the contract for services herein described at any time without a cancellation fee. IV. SPECIFICATIONS: Mercer County will be responsible for the electrical and data drop costs. The vendor is to provide the complete system for inmate banking and commissary ordering: 1. An inmate accounting software; software must interface with jail management system; software must be able to separate money received for sentenced inmates between medical expenses and inmate s personal expenses. a. Inmate medical expenses are deducted from the inmate s account. b. Software must apply special rules for an inmate who is considered indigent. c. Ability to set up commissary restrictions: quantity order, quantity time span, male / female item restrictions, spending limits. 2. Software is to meet the following minimum requirements: a. Security protocols to limit accessibility to the vendor s software by non-authorized personnel; the ability to authorize software access by terminal / workstation.
b. Post deposits on-line in real time, into an inmate s account. c. Track inmates who may be indebted and automatically track arrears. The system must be able to calculate and post said payments. Deposits received for these inmates are to be split 50% towards debt and 50% towards inmate s personal account. d. Monitor all system activity. e. Credits for shortages / damages to inmate orders shall be input into the vendors system for credit to the individual inmate s account. The Mercer County Sheriff Office Staff must be able to go on-line and view the credit applied. f. Print checks for released inmates who have money in their account and no debt. (Vendor is to provide the checks and the printer.) g. Generate receipts for all deposits. (Vendor is to provide paper and printer for said activity.) 3. All funds deposited must be guaranteed by the vendor. 4. An automated deposit service with the lobby kiosk accepting cash deposits; an intake kiosk accepting cash and coins. a. The kiosk must accept cash and credit / debit card deposits by friends & family b. The deposits must post in the jail inmate accounting system in real time. 5. Ability to deposit money on line with the use of a credit / debit card. 6. Work with the inmate phone system for ordering commissary. Inmate will order commissary in dorms from the inmate phones. Inmates can also check their balances from the phone. Inmates can transfer money from their commissary account to their phone account from the inmates phone system. 7. Provide a current menu with pricing; menus will be provided in English & Spanish. 8. Commissary orders should be delivered once a week to the facility. 9. Individual commissary orders shipped to the facility will be delivered to the inmate population by the employees of Mercer County Sheriff s Office employees only. 10. The entire inmate population will be able to order commissary once per week. 11. Limits will be set on the amount of commissary that may be purchased. 12. If an inmate has insufficient funds to cover the cost of their entire order, the vendor must provide a system whereby the inmate s ordered items are processed in a prioritized manner. This procedure must be approved by the jail and based on availability of funds. 13. Indigent inmates are permitted to order writing and hygiene kits. Cost of indigent purchases will be added to the inmates account. 14. For safety and security purposes, all products intended to be sold to inmates must be submitted to the jail for inspection and approved prior to sale. Items containing tobacco,
metal, or glass cannot be sold. The vendor must provide correctional safe pens and antishank toothbrushes and razors. 15. Vendors will provide a commission on commissary sales of not more than and no less than 35%. 16. Training for Mercer County Sheriff Office (MCSO) employees as to the thorough and proper use of vendor s software. On-going training will be required by the vendor as needed. 17. In-house technical support available to assist Mercer County with troubleshooting. 18. Supplying any necessary financial reports to meet the needs of MCSO: a. Ledger report for each inmate, b. Report by month or entire incarceration of an individual inmate account to include all transactions (deposits & withdrawals). c. Recoverable / Receivable reporting to include inmates charges, payments, and outstanding/amounts due. d. Ability to generate reports for specific, non-routine purposes. e. Bank reconciliation features must be available. 19. Maintain backup and/or redundant system for use during a disaster or catastrophic event. V. VENDOR QUALIFICATION & SECURITY REQUIREMENTS: In order to be considered for the contract, vendor must possess the necessary certifications established by the card associations to conduct the services herein requested and have experience working with government agencies. Vendor will encrypt all user data and will work with the County to minimize the collection of personal information from the payer. Vendor agrees to protect the confidentiality of all data and not to share it with any third party. Vendors must demonstrate that all sensitive payment information is hosted on a highlysecure system. The vendor will be responsible for the loss of security compromise of all County transaction data in its possession, to include notifying cardholders when security is compromised and recreating transactions when data is lost. Vendors which do not meet these qualifications will be disqualified from further consideration for contract award.
V. FEE PROPOSAL It is the objective to have the accounts, commissary and kiosk system as herein proposed installed and maintained at no cost to Mercer County. As referenced in VI. Equipment, vendor is also responsible to provide supplies necessary in the operation and management of the system. Vendor is to propose a fee structure that is solely paid by the users of the system. The fees must be in compliance with applicable credit card rules and regulations. VI. EQUIPMENT, ETC. Vendor is to provide the following at no cost: 1) equipment and installation of a wallmounted kiosk in the lobby of the adult detention facility for use by the general public to deposit money on inmate accounts; 2) equipment and installation of a kiosk and printer at the booking counter, and 3) equipment and installation of a second printer in the administrative office; and 4) all supplies (i.e. checks and receipt paper) to administer the services described within this proposal. Mercer County further reserves the right to test the kiosk machine.
Appendix A - Proposal Format and Structure The vendor s proposal should be presented in a binder that is tabbed as follows: Tab A: The RFP shall include at a minimum: o Vendor contact information. o Cover letter signed by the person authorized by your company to obligate the company to perform the commitments contained in the proposal. o Company background. o List of other government agencies serviced including client contact information. Tab B: Fee Proposal and Equipment/Software to include: o Proposed fee structure to be solely paid by the users o List of equipment, software, and services provided at no cost o Features and specifications of equipment and hardware Tab C: Samples of reporting (routine and non-routine) Tab D: Completed and signed Required Forms (Appendix D) Tab E: Sample Contract
Appendix D Required Forms Attachment A: Delinquent Personal Property Tax Affidavit Attachment B: Non-Collusion Affidavit Attachment C: Certification of No Finding for Recovery Attachment D: Representations, Assurances and Certifications
Attachment A DELINQUENT PERSONAL PROPERTY TAX AFFIDAVIT STATE OF OHIO ) )ss. COUNTY OF ) I,, being duly cautioned and sworn states as follows: (Affiant) 1. That he is of (title) (Name of Contracting Party) 2. That is not presently charged with any delinquent (Name of Contracting Party) personal property taxes on the general tax list of personal property of any county in which this taxing district has property. This taxing district includes property within the following counties: (counties) OR on 2. That is charged with delinquent personal property tax (Name of Contracting Party) the general tax list of personal property of any county in which this taxing district has property. This taxing district includes property within the following counties: (counties) A. The amount of delinquent personal property tax due and unpaid including any due and unpaid penalty and interest is: $ (Dollars) (Affiant Signature) Sworn to and subscribed before me this day of, 20. NOTARY PUBLIC My Commission Expires This document when given to the County Auditor shall satisfy the requirements of ORC 5719.042.
Attachment B NON-COLLUSION AFFIDAVIT The following non-collusion affidavit will be completed only by the successful bidder to whom the Owner proposed to award the contract. The Owner reserves the right to require the successful bidder to submit such an affidavit, dated and executed after the opening of the bids, as a condition precedent to its award of the Contract. STATE OF OHIO ) ) ss. COUNTY OF ) AFFIDAVIT OF PRINCIPAL CONTRACTOR I,, being first duly sworn, deposes and says that he/she is the of (Sole owner/partner/president/secretary/other Title) (Name of Bidder) who on, 20 submitted to Mercer County, Ohio a bid as set bid as set forth in the attached copy; that all statements of fact in such bid are true; that such bid was not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation; that such bid is genuine and not collusive or sham; that said bidder has not directly or indirectly, by agreement, communication or conference with anyone attempting to induce action prejudicial to the interests of the public body which is to award the contract, or of any other bidder or anyone else interested in the proposed contract; and further, that prior to the public opening and reading of bids, said bidder, (a) did not directly or indirectly induce or solicit anyone else to submit a false or sham bid; (b) did not directly or indirectly collude, conspire, connive or agree with anyone else that said bidder or anyone else would submit a false or sham bid or that anyone should refrain from bidding or withdraw his bid; (c) did not, in any manner, directly or indirectly seek by agreement, communication or conference with anyone else to raise or fix the bid price of said bidder or of anyone else or to raise or fix any overhead, profit or cost element of his bid price or that of anyone else; (d) did not, directly or indirectly, submit his bid price or any breakdown thereof or the contents thereof or divulge information or data relative thereto to any corporation, partnership, company, association, organization, bid depository or to any member or agent thereof or to any individual or group of individuals, except to the awarding authority or to any person or persons who have a partnership of other financial interest with said bidder in his business; and
NON-COLLUSION AFFIDAVIT CONTINUED (e) did not include in his bid price any fees, dues, charges or assessments because required to do so by reason of his membership in or affiliation with any association, organization, corporation, partnership, company, individual or group of individuals, or because of any agreement or understanding with anyone that he would do so. Signed: Title: Sworn to and subscribed before me this day of, 20. NOTARY PUBLIC My Commission Expires
Attachment C CERTIFICATION OF NO FINDINGS FOR RECOVERY BY OHIO STATE AUDITOR O.R.C. 9.24 Vendor hereby certifies that there are no unresolved Findings for Recovery of Public Funds issued against him/her/it by the Auditor of the State of Ohio as defined in Ohio Revised Code Section 9.24. Name of Company Signature/Title Sworn to and subscribed before me this day of, 20. NOTARY PUBLIC My Commission Expires
Attachment D REPRESENTATIONS, ASSURANCES, AND CERTIFICATIONS 1. Company Name: 2. Company Address: 3. Telephone Number: FAX: 4. The name and telephone number of the person(s) who has the authority to submit proposals: 5. The name and telephone number of the person(s) who has the authority to sign contracts: 6. The legal status of the vendor s organization 7. Date of establishment/ incorporation: 8. Federal Employer Identification Number (FEIN): 9. Is the company co-owned or controlled by a parent company? Yes No If yes, name of parent company: 10. Is the vendor authorized/ licensed to do business in the state of Ohio? Yes No 11. Is the vendor bound by Federal, State, or local Affirmative Action or Equal Employment Opportunity rules? Yes No If yes, has the company filed all required EEO reports to the necessary agencies? Yes No 12. The company certifies that it is not debarred nor suspended under Federal and State rulings from receiving federal funds. Yes No 13. Does the company have current or future plans for a buyout or sale? Yes No 14. The company certifies that it will not enter into contracts with subcontractors who are debarred or suspended from such transactions to complete work related to this Request for Proposals. Yes No 15. The company certifies it is a drug-free work place? Yes No 16. The company certifies it is not delinquent on any Federal debt?