1891 Jim Keene Blvd • Winter Haven, FL 33880 • Phone: 863.298.6200 • www.polksheriff.org
RFP # P2013-03 INMATE ACCOUNTING, COMMISSARY, KIOSKS
TO: All Vendors The Polk County Sheriff’s Office is seeking Formal Proposals for the Services of Inmate Accounting System, Commissary Services and Kiosks as indicated within the context of this Proposal. Submit your Proposal in a sealed envelope marked, #P2013-03, Inmate Accounting, Commissary, Kiosks. The Proposals are to be delivered as follows: Polk County Sheriff’s Office Business Services/Purchasing Section 1891 Jim Keene Blvd Winter Haven, FL 33880 Proposals are to be submitted no later than 4:00 P.M. on August 22, 2013. Proposals received after this time will not be considered. All requests for additional information or questions should be directed to Katy McArthur, Purchasing Supervisor at
[email protected] or (863) 298-6308. Detailed instructions for the completion of the Proposal are contained in this Request for Proposal. The Polk County Sheriff’s Office reserves the right to award the Proposal to the lowest, most responsive and responsible Vendor. The Polk County Sheriff’s Office further reserves the right to consider matters such as, but not limited to; quality offered, delivery terms, budget requirements, location, and service reputation of the Vendor, in determining the most advantageous Proposal. The Polk County Sheriff’s Office thanks you for your effort and interest in serving the Polk County Sheriff’s Office and the taxpayers of Polk County.
Sincerely,
David J. Rounds Deputy Director, Central Services Bureau
“EIGHT STAR ACCREDITED AGENCY”
Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
Table of Contents Topic
Page
Schedule of Events
3
Checklist
4
Pre-Proposal Meeting Form
5
Scope of Work/Specifications
6-12
Proposal Format
13
Statement of “No Proposal”
14
Proposal Form
15
Exceptions/Deviations
16
Award/Evaluation Criteria
17
Option to Renew Form
18
Insurance Requirement Form
19
General Terms & Conditions
20-26
Vendor Acknowledgement Form, Public Entity Crime Information Form, Anti-Collusion Statement, Form
27
Authorized Signatures/Negotiators Form
28
Proposal Label
29
Page 2 of 29
Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
SCHEDULE OF EVENTS
Proposal sent to Vendors
July 24, 2013
Mandatory Pre-Proposal Meeting
August 5, 2013
Last Day for Questions
August 9, 2013
Answers emailed to Vendors NLT
August 13, 2013
Sealed Bid Returned to PCSO
August 22, 2013 (NLT 4:00p.m.)
Evaluation Period
August 26 – August 28, 2013
Anticipated Award Date
September 4, 2013
Page 3 of 29
Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
Checklist Failure to submit the following items may result in your Proposal being declared non-responsive. Pre-Proposal Meeting Form Statement of No Proposal or Vendor Proposal Form “A” Accounting Bid Form Vendor Proposal Form “B” Commissary Bid Form Vendor Proposal Form “C” Commissary Product List Vendor Proposal Form “D” Kiosks Bid Form Exceptions/Deviations Form (if applicable) Evaluation and Award Criteria Option to Renew Form Insurance Requirements Vendor Acknowledgement Form, signed Public Entity Crime Information Form, signed Anti-Collusion Statement, signed Authorized Signatures/Negotiators Form (At least) One (1) copy of entire proposal on CD ROM or Flash Drive (preferred)
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Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
PRE-PROPOSAL MEETING RSVP FORM Please complete this form so we are aware of the quantity of participants we can anticipate. Please return this form no later than August 1, 2013. You may either email or fax your response. Email:
[email protected] Fax:
863-298-6431
MANDATORY PRE-PROPOSAL MEETING Date: August 5, 2013 Time: 9:30 a.m. Location:
Polk County Sheriff’s Office Central County Jail Training Room 2390 Bob Phillips Road Bartow, FL 33830 I do plan to attend the Pre-Proposal meeting. I do not plan to attend the Pre-Proposal meeting.
Company Name
Printed Name
Signature
Email address
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Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
SCOPE OF WORK A. GENERAL REQUIREMENTS 1. The Polk County Sheriff’s Office, (also referenced as PCSO) is requesting proposals for Inmate Accounting System, Inmate Commissary Services and Kiosks for an initial contract term of three years with options to renew for two (2) twelve (12) month terms, if in the best interest of both parties. The anticipated start date of the contract will be October 1, 2013. This contract will not be enforced until both parties have agreed and signed as accepted. 2. The Vendor shall follow the same procedures as follows until the Tiburon conversion is completed: Each night, at a specified time, the PCSO inmate accounting system is “closed” so no transactions can post. During this time, a file containing the inmates’ account balances are interfaced from the PCSO to the commissary Vendor’s system. The Vendor posts the commissary sales or refunds to the inmates’ accounts and then returns the transactions file to the PCSO. The transaction file updates the PCSO inmate accounting system with the commissary transactions. The PCSO inmate accounting system is then activated to a “live” status. 3. The Vendor(s) shall provide accounting services and commissary services in compliance with all applicable state and federal laws and regulations, and in compliance with Florida Sheriff’s Association’s Model Jail Standards as applicable. 4. The Vendor and its employees are required to observe all rules and regulations of the Polk County Sheriff's Office while on site. Any breach of security and/or Facility rules and regulations may result in employee being barred from the Facilities’ premises and may provide grounds for termination of the contract. B. PRE-PROPOSAL MEETING 1. This RFP does require a mandatory Pre-proposal meeting. Vendors must complete and return the enclosed Pre-proposal form by the date specified on the form. If you have any questions regarding the meeting, please contact Katy McArthur, Purchasing Supervisor. 2. Any clarification or additional information will be issued in the form of addenda to the Vendors and on www.polksheriff.org . C. INTRODUCTION 1. The Polk County Sheriff's Office, Department of Detention, currently operates two (2) jail facilities: Central County Jail Facility—Bartow, Florida (CCJ) South County Jail Facility—Frostproof, Florida (SCJ) 2. The average monthly inmate census of the detention system is approximately 2400
inmates. Page 6 of 29
Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
D. VENDOR QUALIFICATIONS The Vendor must meet the minimum qualifications listed below in order to be considered for the award of the contract. 1. Vendor must be organized for the purpose of providing Inmate Accounting Services, Commissary Services and/or Kiosks provider with experience in correctional services. 2. Vendor must carry the specified insurance amounts provided in this RFP document. 3. Vendor must agree that all employees, officers or agents of the Vendor who shall provide services on site at the Polk County Sheriff's Office must successfully pass fingerprinting and background checks by the Sheriff’s Office. 4. Vendor must have the qualifications and experience in providing service to correctional facilities of comparable size. Three (3) reference letters are required. 5. Vendor must have the ability to provide any training necessary to PCSO staff for implementation. E.
INMATE ACCOUNTING SERVICES REQUIREMENTS OVERVIEW 1. The Polk County Sheriff's Office requires the Accounting System to be compliant with GAAP (generally accepted accounting practices), CoA, (chart of accounts) format for accounts, transactions, etc. 2. The Accounting System must interface with Tiburon Correctional Management System, commissary services and the kiosk provision, all in “real time”. 3. The PCSO prefers complete legacy data set to new application as part of the conversion process. (Mandatory minimum 3 years of history containing charges that have not reached their 3 year statutory write off date.) 4. The Accounting System must meet the needs of the PCSO as specified on the Accounting Bid Form (attachment “A” Accounting Bid Form). F. KIOSKS PROVISIONS OVERVIEW 1. Kiosks are to be utilized in the Lobbies of the two (2) jail facilities, the Central Booking facility and possibly in the Sheriff’s Operations Center lobby. These Kiosks will be primarily used for individuals to deposit funds into inmate’s accounts. 2. Kiosk located at the Central Booking facility must be high speed/high volume, capable of real time posting to accounts. 3. Kiosks capable of interfacing with Tiburon Correctional Management System and Inmate Accounting system at implementation.
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Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
4. PCSO staff at Inmate Intake/Booking, have computer’s that will need software and/or desktop stations for managing inmate property and issuing checks or debit cards upon inmate release. 5. See attachment “D” KIOSKS BID FORM for further specifications.
G. INMATE COMMISSARY SERVICES REQUIREMENTS OVERVIEW 1. Commissary services will be provided as outlined in the Current Commissary Practices section of this RFP and as established by the Detention Staff. Deviations from the current schedule may be proposed in the “Exceptions/Deviations” section of your proposal. 2. The PCSO current commissary offerings are listed in attachment “C” Commissary Product List. Pricing of items should be based on Fair Market Value and community standards. 3. Vendor will provide hardware and software on site to service the inmate commissary operation as well as any forms necessary to facilitate the process. H. FUTURE NEEDS 1. In the future, we would like to move away from order forms that need to be scanned and uploaded, to kiosks that are located in the dorms allowing the inmate population to order their commissary. These “Dorm Kiosks” should have the ability for inmates to securely look up their inmate account balances without risk of inmates viewing other inmates’ accounts. This is included as an optional pricing item on the “D” Kiosks Bid Form. I.
CURRENT COMMISSARY PRACTICES 1. Provider a.
The current Commissary provider for the Polk County Sheriff's Office is Trinity Services Group, known as (Vendor). Two employees are assigned by Trinity Services at the facility.
b.
The Vendor purchases, provides and is responsible for, all inventory items used in the inmate commissary. Additional items for use in the commissary are only added if agreed upon by both parties. Selling prices are only increased upon written approval of the Sheriff’s Office.
2. Ordering/Delivery a.
Inmates are allowed to order commissary items once a week, utilizing Scantron forms supplied by the commissary Vendor. All items offered for sale are preapproved by the Detention Staff and are priced in accordance with current Fair Market Value Survey as supplied by a disinterested third party Vendor. Inmate’s purchases are limited to $45 per week. Page 8 of 29
Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
b.
Commissary item are delivered to the Central County Jail and stored until delivered by the commissary Vendor. Weekly commissary items, purchased by the inmate population, are divided into two (2) delivery days per detention facility.
c.
Inmates complete commissary Scantron form on a specific day based on their housing location. The forms are collected and turned over to a commissary employee, who then scans the orders into the computer, thus generating an invoice. The funds to pay for these purchases are immediately deducted from each inmate’s account upon entry of the inmate order by the employee assigned by the Vendor. Inmates who lack sufficient funds are sold as many items from their commissary order form that will not exceed the available balance of their account.
d.
Once all orders have been inputted, they are “exported” to the Distribution Center at which time they are filled and packed for delivery. The orders are packed in clear plastic bags, which also contain a copy of the invoice.
e.
Commissary items are delivered, by Vendor truck, to each detention facility and offloaded by inmate “trustees” provided by the PCSO. Product is delivered to the individual inmates, based upon housing units, by the Vendors on-site employee, utilizing inmate “trustees” to assist in the loading and unloading of the ordered product. The Commissary Vendor on-site personnel will verify the identity of the receiving inmate to the ordered items prior to allowing the inmate to receive the items. At no time will “trustee” inmates be responsible for delivering ordered commissary items and/or verifying inmate identity on behalf of the commissary Vendor.
3. Present Schedule a.
Housing locations: South County Jail Dorms (SJ1A, SJ1B, SJ1C, SJ1D, SJ2E, SJ2F, SJ3G, SJ3H, SJ4I, SJ4J, SJ8Q, SJ8R) order on Sunday. Product ordered is delivered to inmates on Monday.
b.
South County Jail Dorms (SJ5K, SJ5L, SJ9S, SJ9T (trustee dorm) SJ9U, SJ9V, SMED, Isolation) order on Sunday. Product is delivered to inmates on Tuesday.
c.
Housing locations: Central County Jail Dorms (Female - C2J, C2K, C2L, C3A, C3B, C3C, C3D, C3E, C3F (Trustees) order on Sunday. Product is delivered to inmates on Thursday.
d.
Central County Jail Dorms (Males - C11, C12, C13, C5S, C5T) (trustee dorm), Juveniles C4P, C4Q, C4R and infirmary order on Sunday. Product is delivered on Thursday.
e.
After orders are processed on Wednesday, inmates receive their product the following week. South County Jail delivery is on Monday and Tuesday, Central County Jail is delivered on Thursdays.
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Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
4. Holiday Schedule a.
The Polk County Sheriff’s Office presently observes the following ten (10) holidays on an annual basis. The PCSO and the Vendor adjust commissary order and delivery schedules to accommodate these holidays. New Year’s Day Martin Luther King Day Memorial Day Independence Day Labor Day Veteran’s Day Thanksgiving Day/Day after Thanksgiving Christmas Eve Day/Christmas Day
5. Indigent Goods a.
In D.D. 9.2, indigent is defined as any inmate who has one dollar ($1.00) or less balance in Inmate Accounts at the time of incarceration or thereafter with no commissary purchase for a period of no less than fourteen (14) days.
b.
Indigent inmates are allowed to order the following indigent “package” once every other week: 1 self-sharpening plastic pencil 2 legal sized stamped envelopes 2 sheets of lined 8.5” x 11” paper (Kit contents are under review and are subject to change)
c.
The selected Vendor must have the capability of providing and tracking quantity/items obtained by indigent inmates to ensure purchases do not exceed the policy as stated in D.D. 9.2 – “Indigent inmates and detained pre-adjudicated youth shall be supplied with writing materials and postage for two (2) letters to correspond with attorney’s and the court; and with their immediate family at reasonable intervals once every other week.”
d.
The indigent package is listed in a separate section of the commissary order form and has a unique product ID number. The same items may be made for sale to the general population, providing they are listed separately on the commissary order form and given a different product ID number.
6. Fair Market Survey a.
Commissary prices shall not exceed the fair market value for comparable items sold in the community. Documented annual comparisons shall be completed by a disinterested third party and submitted for approval to the appropriate Polk County Sheriff's Office representative (D.D. 10.2 – Commissary and section 10.01 of Florida Model Jail Standards).
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Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
7. Commissary Sales a. Each night, at a specified time, the PCSO inmate accounting system is “closed” so no transactions can post. During this time, a file containing the inmates’ account balances are interfaced from the PCSO to the commissary Vendor’s system. The Vendor posts the commissary sales or refunds to the inmates’ accounts and then returns the transactions file to the PCSO. The transaction file updates the PCSO inmate accounting system with the commissary transactions. The PCSO inmate accounting system is then activated to a “live” status. b. Currently the Polk County Sheriff's Office sends a check to the Commissary Vendor for the amount of the commissary sales minus the commissions owed to the PCSO. Vendor is responsible for remittance of State Sales Tax. SALES HISTORY PAST THREE (3) CALENDAR YEARS
DATE Jan - 10 Feb - 10 Mar - 10 Apr - 10 May - 10 Jun - 10 Jul - 10 Aug - 10 Sep - 10 Oct - 10 Nov - 10 Dec - 10 TOTALS
COMMISSIONABLE SALES $ 27,514.10 $ 22,756.40 $ 41,371.93 $ 32,778.72 $ 33,861.71 $ 41,716.99 $ 33,504.15 $ 29,063.43 $ 34,344.55 $27,714.77 $ 29,404.82 $ 33,741.06 $ 387,772.63
COMMISSIONABLE DATE SALES Jan - 11 $ 26,265.18 Feb - 11 $ 32,882.90 Mar - 11 $ 41,248.82 Apr - 11 $ 31,739.04 May - 11 $ 30,173.13 Jun - 11 $ 34,070.66 Jul - 11 $ 28,480.26 Aug - 11 $ 35,757.25 Sep - 11 $ 26,811.46 Oct - 11 $ 29,434.04 Nov - 11 $ 36,380.73 Dec - 11 $ 29,910.44 $ 383,153.91 TOTALS Page 11 of 29
Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
SALES HISTORY (cont.)
DATE Jan - 12 Feb - 12 Mar - 12 Apr - 12 May - 12 Jun - 12 Jul - 12 Aug - 12 Sep - 12 Oct - 12 Nov - 12 Dec - 12 TOTALS
COMMISSIONABLE SALES $ 27,922.70 $ 44,661.52 $ 38,039.29 $ 36,175.07 $ 42,414.36 $ 35,582.30 $ 35,552.09 $ 45,418.65 $ 37,527.28 $ 45,941.82 $ 37,987.11 $ 38,026.73 $ 465,248.92
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Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
PROPOSAL FORMAT a. Proposals should be prepared on 8 ½ “X 11” paper, double-sided when possible. Foldouts for charts, tables and spreadsheets are acceptable. All proposals shall contain an original signature in ink by an officer or employee having the authority to bind the company or firm and all erasures or corrections should be initialed. Proposers are responsible for any and all cost associated with preparing and submitting proposals, including attendance at any site conference, oral interview, presentation or negotiations. b. Proposers must specify any variance from specifications, terms and/or conditions on the Exceptions/Variance Forms furnished by the Polk County Sheriff's Office. If variations are not stated, it will be assumed that the product or service fully complies with the specifications, terms and conditions stated herein. Additional copies of the Exceptions/Variance Forms may be made. Exceptions must be clearly identified by referencing the subject, page, section and paragraph(s). c. One (1) original and two (2) copies of the proposal shall be submitted. Proposers are required to complete and submit all proposal documents and forms furnished by the PCSO, per checklist provided. Vendors are requested to provide one (1) copy of entire proposal package on CD ROM or Flash Drive, if possible. d. Proposals must be submitted in a sealed envelope. If returned via Express Mail or in a courier envelope, the Proposal documents should be submitted in a separate sealed envelope within the courier envelope. The outside envelope should be marked “SEALED PROPOSAL ENCLOSED” or the label provided should be attached to include the Proposal File Number. If there is not going to be a Proposal submitted, please complete and return the “STATEMENT OF NO PROPOSAL” form. Offers by telephone or facsimile for a sealed Proposal cannot be accepted. It is the Vendor’s responsibility to ensure that the Proposal is delivered at the proper time and place of the Proposal opening and is complete. Delays caused by delivery service, including the U.S. Postal Service, will not be grounds for an extension of the proposal due date and time. Proposals received after the due date and time will be rejected and shall not be considered. Proposals sent by facsimile and e-mail will not be accepted. Any omissions may constitute cause for rejection of the proposal as nonresponsive/not responsible. e. All documents and materials submitted regarding this Request for Proposal become the property of the Polk County Sheriff’s Office and are subject to the Florida Public Records Statutes (Chapter 119). f. Any failure on the part of the Proposer to comply with any conditions or specifications expressed herein may be cause for rejection of the proposal as nonresponsive/not responsible.
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Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
STATEMENT OF NO PROPOSAL If you are not submitting a proposal on this service/commodity, please complete and MAIL this form to: Polk County Sheriff’s Office Business Services/Purchasing Section 1891 Jim Keene Blvd Winter Haven, FL 33880 Failure to respond may result in deletion of Vendor’s name from the Qualified Proposer’s List for the Polk County Sheriff’s Office. Company Business Name: _____________________
Minority Owned:
Address: ___________________________________
(
)
Black
Telephone: _________________________________
(
)
Hispanic
Fax Number: _______________________________
(
)
Women
Signature: _________________________________
(
)
Other ________
Date: _____________________________________
(
)
Non-Minority
We, the undersigned have declined to submit a proposal on #P2013-03 Inmate Accounting, Commissary, Kiosks because of the following reason(s): _____ Specifications too “tight,” i.e., geared toward brand or manufacturer only. Explain below. _____ Insufficient time to respond to the Proposal. _____ We do not offer this service/commodity. We are in the business of: _____________________________________________________________ . _____ Unable to meet specifications _____ Too busy at this time to Proposal project. We would like to be considered for future projects. _____ Yes _____ No _____ Other: (please explain) ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________
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Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
VENDOR’S PROPOSAL FORMS Firm Price It is the desire of the Polk County Sheriff’s Office that this contract is awarded to the vendor whose prices are firm for the period of the contract. This contract will be firm for three (3) years (36 months) from date of award with the option to renew for two (2) additional twelve (12) month periods. The anticipated award date is on or before September 4, 2013. This contract will not be enforced until both parties have agreed and signed as accepted. Please select the appropriate attachments and complete the bid forms you wish to include in your proposal package. ***The spreadsheets are set to allow you to enter an “X” in the yes/no columns, allow you to make comments on the right hand side and enter your information at the bottom. If you need more space for explanations, please attach and mark accordingly. ****
YOU MAY SUBMIT A PROPOSAL FOR ANY OR ALL OF THE ITEMS BELOW ACCOUNTING SYSTEM Include: ATTACHMENT “A” ACCOUNTING BID FORM INMATE COMMISSARY SERVICES Include: ATTACHMENT “B” COMMISSARY BID FORM AND ATTACHMENT “C” COMMISSARY PRODUCT LIST KIOSKS PROVISIONS Include: ATTACHMENT “D” KIOSKS BID FORM
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Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
Exceptions/Deviations Exceptions to the proposal: Notes – Any representation (below) or Exception(s) may cause this proposal to be rejected by the Polk County Sheriff's Office. All proposers should carefully read number 30 in the Terms and Conditions. The following represents every deviation (itemized by number) to the foregoing Terms and Conditions and the Specifications upon which the proposal is based, to wit:
Exceptions ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________
Deviations ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ I have read and understand the contents of the above, and have the proper authority to execute Proposal documents. By signing below, you are affirming and approving all information contained in this Proposal and any attachments (proposal form etc…) are legally executed.
Signature:
_____________________________________
Print Name:
______________________________________
Vendor Name: ______________________________________
Page 16 of 29
Date: _______________
Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
Evaluation & Award Process
Proposals will be objectively evaluated by a committee based on conformity to the specifications including, but not be limited to, price, location, service reputation, references, budget requirements, etc.
Short-listed Vendors may then be evaluated based on oral presentations, demonstrations, and site visits. Written responses to queries for further clarification may also be required.
Best and Final offers may be requested from the Short Listed Vendors.
I have read and understand the contents of the above, and have the proper authority to execute Proposal documents. By signing below, you are affirming and approving all information contained in this Proposal and any attachments (proposal form etc…) are legally executed.
Signature:
_____________________________________
Print Name:
______________________________________
Vendor Name: ______________________________________
Page 17 of 29
Date: _______________
Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
OPTION TO RENEW 1. OPTION TO EXTEND THE TERM OF THIS CONTRACT: This Contract may be renewed on a yearly basis at the option of the Polk County Sheriff’s Office. If the Polk County Sheriff’s Office desires to renew this Contract, a Notice of Intent to Renew will be submitted no less than (60) sixty days before the Contract expires. This Notice of Intent shall not be deemed to commit the issuing party to a renewal. The total duration of this Contract shall not exceed five (5) years. 2. OPTION PERIODS: PERCENTAGE INCREASE /DECREASE Option to renew time periods are based on anticipated award date. If award takes place before or after anticipated award date, the actual date of award will supersede the anticipated award date. Option I. – Twelve (12) month period from October 1, 2016 to September 30, 2017 ________% of unit price increase / decrease Option II. – Twelve (12) month period from October 1, 2017 to September 30, 2018 ________% of unit price increase / decrease
3. EXAMPLES: (UNIT PRICE) X (ANNUAL PERCENTAGE INCREASE/ DECREASE) = OPTION YEAR PRICE
I have read and understand the contents of the above, and have the proper authority to execute bid documents. By signing below, you are affirming and approving all information contained in this bid and any attachments (proposal form etc…) are legally executed. Signature:
_____________________________________ Date: _______________
Print Name:
______________________________________
Vendor Name: ______________________________________
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Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
POLK COUNTY SHERIFF’S OFFICE INSURANCE REQUIREMENTS FOR SERVICE VENDORS
Vendors shall carry Worker’s Compensation Insurance as required by Chapter 440, Florida Statutes. If the vendor is exempt from carrying Worker’s Compensation, please provide the exemption certificate. During the term of this contract, vendor shall carry at a minimum the following: Commercial General Liability Insurance with liability limits of at least $500,000 per occurrence for bodily injury, death and property damage and shall protect it from claims which may arise whether such claims may arise out of the operations of the vendor or by anyone directly or indirectly employed by the vendor. Automobile Liability Insurance on all vehicles used to carry out the contract against bodily injury and property damage in the amount of at least $500,000 per occurrence. It is necessary that annual insurance certificates be submitted to the Purchasing Section to maintain approved vendor status and ensure compliance with all requirements. The Polk County Sheriff’s Office welcomes the opportunity to work with you and to maintain a strong partnership. Should have any questions regarding this request, please do not hesitate to contact the Purchasing Section of the Polk County Sheriff’s Office at (863) 298-6308.
I have read and understand the above Insurance Requirements
_________________________________________________ Signature _________________________________________________ Print Name _________________________________________________ Vendor
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Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
REQUEST FOR PROPOSAL GENERAL TERMS AND CONDITIONS Vendor: To insure acceptance of the Proposal, follow these instructions: 1. CONTRACT PERIOD: The Contract shall be effective for three (3) years from date of
award with an optional two (2) twelve (12) month renewal periods. All prices submitted shall remain unchanged during the period of performance. If the terms and conditions of this agreement shall extend beyond January 7, 2017, then the terms and conditions are contingent upon the approval of the elected Sheriff. If the Board of County Commissioners of Polk County, in the regular course of its budget or appropriation process, withdraws, or fails to appropriate funds for the procurement of services under this Agreement, then the Sheriff may terminate this Agreement at the conclusion of any billing cycle or the beginning of the unfunded budget period with at least thirty (30) days prior written notice to Provider. The Sheriff agrees to pay Provider all charges and expenses incurred before the effective date of such termination. 2. PROPOSAL OPENING: Shall be public on the date and at the time specified on the
Proposal form or shortly thereafter. However, the purpose of the RFP opening is to document the vendors submitting proposals only. Information pertaining to proposals will be available in accordance with Florida State Statutes, Chapter 119. Proposals that for any reason are not delivered by the specified date and time will not be returned, but will be retained in the PROPOSAL FILE unopened. 3. RESPONSE TIME FOR INFORMATION: Proposers shall agree to provide any/all
additional information and/or changes to the proposal(s) requested by the Polk County Sheriff’s Office on a timely basis and/or within the deadlines provided so as not to place the Polk County Sheriff’s Office in an unfair position of not having “reasonable time” to perform a fair and proper evaluation of information, materials, proposals, etc., submitted for review and consideration. This clause applies to the solicitation, evaluation and negotiation processes. Failure to comply with any and all deadlines set by the Polk County Sheriff’s Office, as provided for in this clause, may be cause of the immediate rejection of your proposal. 4. PRICES AND TERMS: The Polk County Sheriff’s Office will evaluate and select the
Proposal they feel will be in the best interest of the Sheriff’s Office. a. TAXES: Polk County Sheriff’s Office does not pay Federal Excise or State Sales Taxes. b. MISTAKES: Vendors are expected to examine the specifications, delivery schedules, Proposal prices and all instructions pertaining to product(s). Failure to do so will be at Vendor’s risk. c. CONDITION: All product(s) not conforming in every way acceptable to the Polk County Sheriff’s Office shall be rejected. d. F.O.B. Prices: All prices shall be quoted F.O.B. Destination. The Seller shall pay all transportation charges and title to the goods shall transfer to the Purchaser at the destination.
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Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
5. NON-EXCLUSIVE AGREEMENT: The Polk County Sheriff’s Office reserves the
right to negotiate with more than one vendor. The Polk County Sheriff’s Office may have contracts with other vendors for the same supplies or services. Selection of vendors may be on the basis of price, availability, hours of operation, or location. 6. CLARIFICATIONS/INTERPRETATION AND ADDENDA:
No interpretation or changes to the meaning of the Proposal will be made to any Vendor orally, except by written addendum. All questions regarding this Proposal should be submitted in writing and must be received no later than ten (10) calendar days prior to the closing date for proposal submittal, addressed to Katy McArthur, CPPB, FCCM, Polk County Sheriff’s Office, 1891 Jim Keene Blvd., Winter Haven, FL 33880 or
[email protected].
7. CONFLICT OF INTEREST: The award hereunder is subject to Chapter 112, Florida
Statutes. All Vendors must disclose with their Proposal, the name of any officer, director, or agent who is also an employee of the Polk County Sheriff’s Office. Further, all Vendors must disclose the name of any Polk County Sheriff’s Office employee who owns, directly or indirectly, an interest of five percent (5%) or more of the Vendor’s firm or any of its branches. 8. AWARD OF CONTRACT
a. The contract shall be awarded to the most responsive, responsible and best qualified Proposer meeting specifications, terms and conditions and the needs of the PCSO, in the exclusive determination of the PCSO. b. The PCSO shall take into consideration the financial responsibility and stability of the Proposer, proven skill and experience, technical competence, facilities for performing the contract, size, resources and qualifications, previous satisfactory performance and other abilities of the Proposer that will enable Proposer to efficiently perform the contract. c. All information furnished in support of the foregoing should enable a clear evaluation of the Proposer’s ability to carry out all proposed work and fulfill all responsibilities as delineated in the Request for Proposal. d. The PCSO reserves the right to waive minor variations to specifications, information, irregularities and technicalities in any proposals; to reject any or all proposals in whole or in part with or without cause, and/or make awards either as individual items or as a total combined proposal, and /or to negotiate with Proposers, and/or to accept proposals that in our judgment will be in the best interest of the Polk County Sheriff’s Office. The PCSO specifically reserves the right to reject any conditional proposal, and will normally reject those, which make it impossible to determine the true amount of the proposal. The PCSO shall not be obligated to issue any statement or explanation as to the selection or nonselection of any Proposal.
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Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
e. In case of any doubt or differences of opinion as to the services to be furnished or any part of this Request for Proposal hereunder, the decision of the Sheriff shall be final and binding on all parties. f. Any Contract resultant from this Request for Proposal shall not be assignable. Contractor may not assign, sublet, convey or transfer its interest in the Contract. g. The contract to be entered into is contingent upon, and subject to the appropriation and availability of sufficient funds. h. Should the PCSO be unable to negotiate a satisfactory contract with the firm considered to be the most qualified at a price the PCSO determines to be fair, competitive, and reasonable, negotiations with that firm will be formally terminated. The PCSO shall then undertake negotiations with the second most qualified firm. Failing accord with the second most qualified firm, the PCSO will terminate negotiations. The PCSO may then undertake negotiations with the third most qualified firm. i. Bid tabulations will be released within 30 days of bid opening unless otherwise stated. 9. NEGOTIATIONS: The Polk County Sheriff’s Office reserves the right to negotiate
with one or more Vendors. 10. DISPUTES: In case of any doubt or differences of opinion as to the services to be
furnished hereunder, the decision of the Sheriff shall be final and binding on both parties. 11. LEGAL REQUIREMENTS: Federal, State, County and local laws, ordinances, rules
and regulations that in any manner affect the product/service herein apply. Lack of knowledge by the Vendor will in no way be cause for relief from responsibility. 12. LIABILITY: The Vendor shall hold and save Grady Judd, Sheriff, Polk County, its
officers, agents and employees harmless from liability of any kind in the performance of or fulfilling the requirements prior to and during the term of this Contract. 13. STATEMENT RELATIVE TO PUBLIC ENTITY CRIMES: The Vendor is directed
to the Florida Public Entity Crime Act 287.133, Florida Statues, and the Polk County Sheriff’s Office requirements that the successful Vendor comply with it in all respects prior to and during the term of the Contract. 14. AFTER AWARD: The Polk County Sheriff’s Office reserves the right to add or delete
items at prices to be negotiated at the time of addition or deletion. In the event of market changes, the Polk County Sheriff’s Office may negotiate justified adjustments both upward/downward such as price, terms, etc, to this contract when the Sheriff’s Office in its sole judgment, considers such adjustments to be in the best interest of the Polk County Sheriff’s Office.
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Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
15. FLORIDA STATE STATUTE 119.0701 CONTRACTS, PUBLIC RECORDS:
(1) For the purposes of this section, the term: a.
“Contractor” means an individual, partnership, corporation, or business entity that enters into a contract for services with a public agency and is acting on behalf of the public agency as provided under s. 119.011 (2).
b.
“Public agency” means a state, county, district, authority, or municipal officer, or department, division, board, bureau, commission, or other separate unit of government created or established by law.
(2) In addition to other contract requirements provided by law, each public agency contract for services must include a provision that requires the contractor to comply with public records laws, specifically to: a.
Keep and maintain public records that ordinarily and necessarily would be required by the public agency in order to perform the service.
b.
Provide the public with access to public records on the same terms and conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law.
c.
Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law.
d.
Meet all requirements for retaining public records and transfer, at no cost to the public agency all public records in possession of the contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the public agency in a format that is compatible with the information technology systems of the public agency.
16. NON-PERFORMANCE/LIQUIDATED DAMAGES: Time is of the essence of this
Contract and failure to deliver within the time period shall be considered a default. In case of a default, the Polk County Sheriff’s Office may procure the required services and/or goods from other sources and hold the Contractor responsible for any excess costs occasioned thereby and may immediately cancel the Contract. 17. VENDOR’S SITE VISIT: The Polk County Sheriff’s Office reserves the right, at its
discretion, to conduct “on site” visitations of any vendors’ facilities. The purpose of the visit will be to ensure the Polk County Sheriff’s Office of the Vendor’s capabilities of successfully administering this contract. If, in the Polk County Sheriff’s Office’s opinion, any vendor does not have the required capabilities as listed herein, this shall be considered grounds for non-award/cancellation. Page 23 of 29
Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
18. VERBAL/WRITTEN PURCHASE ORDERS: The award of this Proposal does not
constitute an order. Before delivery is made the Vendor must receive a duly executed Purchase Order. Acceptance by the Vendor is assumed upon issue by the Polk County Sheriff’s Office, of a duly executed purchase order. Inspection and acceptance of item(s) will be at the stated destination(s) unless otherwise provided, and title to and risk of loss or damage is the responsibility of the Vendor until the acceptance by the Polk County Sheriff’s Office. 19. DELIVERY TICKETS/INVOICING: The successful Vendor shall furnish a priced
and itemized delivery ticket or invoice for every delivery made to the Polk County Sheriff’s Office. The delivery ticket or invoice shall include the date, department delivered to, and purchase order number and shall be signed by a representative of the requesting department when delivery is made. 20. DELIVERY REQUIREMENTS: All products on the purchase order are expected to be
delivered to the designated location(s) in a timely manner, and in the quantities requested on the purchase order. Any exceptions must be agreed upon, in writing between the Polk County Sheriff's Office designee, and the vendor prior to shipping/delivery. 21. VERBAL REPRESENTATIONS: The Polk County Sheriff’s Office disclaims any
responsibility for verbal representations or information issued or conveyed by any party whomsoever regarding or relating to this Request for Proposal. No interpretation or changes to the meaning of the Request for Proposal will be made to any vendor orally, except by written addendum. All inquiries will be processed as noted in this document. 22. INSURANCE: The successful vendor shall purchase and maintain in force, at his own
expense, such insurance as will protect him and the Polk County Sheriff’s Office from claims which may arise out of or result from the Vendor’s execution of the work, whether such execution be by himself, his employees, agents, subcontractors, or by anyone for whose acts any of them may be liable. The successful Vendor shall furnish a copy of an original Certificate of Insurance, naming the Polk County Sheriff’s Office as an additional insured. Should any of the policies be cancelled before the expiration date, the issuing company will mail 30 days written notice to the certificate holder. The successful Vendor shall furnish insurance in satisfactory limits, and on forms and of companies that are acceptable to the Purchaser’s Attorney and/or Risk Management and shall require and show evidence of insurance coverage’s on behalf of any subcontractors (if applicable), before entering into any agreement to sublet any part of the work to be done under this Contract. 23. CANCELLATION OF CONTRACTS/SUSPENSION:
The Polk County Sheriff’s Office may cancel this Contract WITHOUT CAUSE at any time by giving thirty (30) days written notice to the supplier/contractor. In addition the Polk County Sheriff’s Office may immediately suspend business with a supplier/contractor with written notification.
Page 24 of 29
Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
24. TERMINATION: In the event the funds to finance this Contract become unavailable or
are not allocated by Polk County, Polk County Sheriff’s Office may provide Vendor with thirty (30) days written notice of termination. Nothing in this Contract shall be deemed or construed to prevent the parties from negotiating a new Contract in this event. 25. OPTION TO EXTEND THE TERM OF THIS CONTRACT: This Contract may be
renewed on a yearly basis at the option of the Polk County Sheriff’s Office. If the Polk County Sheriff’s Office desires to renew this Contract, a Notice of Intent to Renew will be submitted no less than (60) sixty days before the Contract expires. This Notice of Intent shall not be deemed to commit the issuing party to a renewal. The total duration of this Contract shall not exceed five (5 years). 26. AGREEMENT: This Proposal and the Purchase Orders issued hereunder constitute the
entire agreement between the Polk County Sheriff’s Office and the Vendor awarded the Proposal. No modification of this Proposal shall be binding on the Polk County Sheriff’s Office or the Vendors. 27. BACKGROUND INVESTIGATIONS: All vendors and/or possible subcontractors
prior to award shall be subject to a background investigation. Access to Agency Facilities by vendors/workers is a privilege which may be revoked for any adverse background or intelligence checks. 28. ADDITIONAL INFORMATION: The Polk County Sheriff’s Office Purchasing
Section reserves the right to request additional information needed for clarification from any proposer for evaluation purposes. 29. PIGGYBACK CLAUSE: At the option of the awarded vendor, the vendor agrees to
allow the Polk County Sheriff’s Office and other governmental entities of the state of Florida and its agencies, political subdivisions, counties, and cities, to purchase additional items by piggybacking on this Proposal. Each government entity may procure goods and services as described herein with the same terms and conditions, and for the same price. Each governmental entity desiring to accept these Proposals, and make award thereof, shall do so independently of any other government entity. Each government entity shall be responsible for its own purchases and shall be liable for goods and services ordered and received by it, and no government entity assumes any liability by virtue of this Proposal. 30. EXCEPTIONS TO PROPOSAL: All proposal submittals must clearly state with
specific detail all deviations to the requirements imposed upon the Proposal by the General Terms and the Specifications. Such deviations should be stated upon the Proposal Response or appended thereto. Proposers are hereby advised that the Polk County Sheriff's Office will only consider proposals that meet the specifications and other requirements imposed upon them by this proposal package. In instances, where an exception is stated upon the Proposal Response , said proposal will be subject to rejection by the Polk County Sheriff's Office in recognition of the fact that said proposal does not meet the exact requirements imposed upon the Proposer by the General Terms and the Specifications.
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Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
31. FINANCIAL STATEMENT AND CORPORATE DOCUMENTS
a. Proposers shall submit a recently audited, certified annual financial statement/report, identifying assets and liabilities, and the results of its operations. b. Proposers shall submit audited, certified annual financial statements/reports, identifying assets and liabilities, and the results of its operations for the past five (5) years. c.
All financial statements should be complete, and include the independent auditors report.
d. Proposers shall submit two (2) bank references, inclusive of the name, address, and telephone number of a specific contact person at each financial institution. e. Proposers shall submit bank statements for all corporate accounts for the last year. f. Proposer shall furnish a clear and accurate copy of their Articles of Incorporation, business licenses and other such pertinent documents, which substantiate the legitimacy of the corporation and the corporations’ legal capacity to conduct the type of business solicited by the Request for Proposal, within the State of Florida. g. All corporate documents, including financial statements and references, licenses and any and all other such documents and submissions as are required by this Request for Proposal. 32. PROPOSER’S EXPERIENCE AND REFERENCES
a. Proposers shall submit with the proposal detailed, reference letters documenting their capability of performing the services requested. These letters should be from three (3) agencies of similar size, which are currently or were clients within the last five (5) years. b. The Polk County Sheriff’s Office reserves the right to reject any proposal if found to be unacceptable to the Polk County Sheriff’s Office. 33. DUE DILIGENCE: Due care and diligence have been used in preparing these
specifications and related information. However, no warranties are made as to the accuracy and completeness of the required information. It is the responsibility of Proposers to ensure they have all the information they deem necessary to affect their proposal. The PCSO will not be responsible for the failure on the part of the Proposers to determine the full extent of the risk exposures and scope of work required to effectively perform under the contract. --- End of Terms and Conditions ---
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Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
VENDOR ACKNOWLEDGEMENT By signing and submitting this Pre-Qualification Package, Vendor acknowledges he/she has read, understands, and can provide the minimum requirements stated herein, that he/she has visited the site, performed investigations and verifications as he/she deems necessary, understands/accepts terms and conditions familiarized him/herself with the local conditions under which the work is to be performed and will be responsible for any and all errors in his/her Pre-Qualification Package resulting from his/her failure to do so. Vendor certifies this PreQualification Package has not been prepared in collusion with any other Vendor or other person or persons engaged in the same line of business. PUBLIC ENTITY CRIME/DEBARMENT INFORMATION A person or affiliate who has been placed on the Convicted Vendor or Excluded Parties List System (EPLS) list following a conviction for a public entity crime may not submit a Bid/Proposal on a contract to provide any goods or services to a public entity, may not submit a Bid/Proposal on a contract with a public entity for the construction or repair of a public building or a public work, may not submit Bids/Proposal on leases of real property to a public entity, may not be awarded or perform work as a Vendor, supplier, sub-Vendor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted Vendor list. Please refer to http://epls.gov and/or Florida Statutes 287.133 to ensure compliance. ANTI-COLLUSION STATEMENT The below signed Bidder has not divulged to, discussed or compared his/her Bid/Proposal with other Vendors and has not colluded with any other Bidder or parties to a Bid/Proposal whatsoever. Note: no premiums, rebates, or gratuities to any employee or agent are permitted with, before, or after any delivery of materials. Any such violation will result in the cancellation and/or return of material (as applicable) and the removal from the master vendors list. I have read and understand the contents of the above, and have the proper authority to execute bid documents. By signing below, you are affirming and approving all information contained in this bid and any attachments (proposal form etc…) are legally executed. Signature:
_____________________________________
Print Name:
______________________________________
Vendor Name: ______________________________________
Page 27 of 29
Date: _______________
Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
AUTHORIZED SIGNATURES/NEGOTIATORS The bidder or proposer represents that the following persons are authorized to sign and/or negotiate contracts and related documents to which the bidder or proposer will be duly bound: Name
Title
Fax # ________________________
Phone #
Email:______________________________ Physical Address:
(Signature)
___________________________________ ___________________________________
(Title) ___________________________________ (Name of Business) Mailing Address (if applicable): ____________________________________ ____________________________________ ____________________________________ ____________________________________ The bidder /offeror shall complete and submit the following information with the bid or proposal: Type of Organization Sole Proprietorship
Partnership
Joint Venture
Corporation
State of Incorporation
Federal I.D. or Social Security number _________________
Page 28 of 29
Proposal # P2013-03 Title: Inmate Accounting, Commissary, Kiosks
Polk County Sheriff’s Office Due Date: August 22, 2013
Cut this label out and tape this label to your Request for Proposal package to identify it as a Request for Proposal. Neither facsimile nor emailed documents will be accepted. Be sure to include the name of the company submitting the bid where requested.
DELIVER TO: Polk County Sheriff's Office Business Services/Purchasing Section 1891 Jim Keene Blvd Winter Haven, FL 33880-8000 REQUEST FOR PROPOSAL: DO NOT OPEN RFP # 2013-03 Proposal Name: INMATE ACCOUNTING, COMMISSARY, KIOSKS Opening Date/Time: August 22, 2013 @ 4:00 P.M. Company Name: ________________________________________
Page 29 of 29
