Attachment C. Commissary & Inmate Account Services

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1 Attachment C Commissary & Inmate Account Services 1.0 Background We are seeking a contractor to provide commissary service for lockup inmates. The inmate s cost for commissary items shall be similar to local convenience store pricing. The contractor must also be able to provide banking / inmate account services software. The contract for both Counties shall commence on January 1, 2013 and continue until December 31, There shall be the option of one three (3) year renewal for both Counties. 2.0 Current Procedures Outagamie County The current procedure for Outagamie County is as follows Inmates order by cellblock telephone anytime they have money available. Wednesday Deadline for orders placed to be delivered on Thursday. Thursday Items are delivered; packaged in an individual plastic bag for each inmate with their name, location and receipt. They are delivered to one central location, not to the inmate. Thursday Evening Jail staff distributes the items. Inmates are currently able to order $40 worth of food each week and unlimited hygiene items. In 2011, the gross amount of commissary sales was $185, Winnebago County The current procedure for Winnebago County is as follows Saturday Inmates fill out order forms (bubble sheet) for commissary. Favorite Fresh Items are served to the pods between 2:30 :3:30pm. Saturday Evening Commissary forms are turned into jail staff. Sunday Fresh Favorite items are served tot eh pods between 2:30 3:30pm. Monday Morning forms are picked up by the contractor. Fresh Favorite Flyers are passed out, inmates fill out order forms and turn into jail staff. Monday Commissary orders are scanned and money is taken out of accounts.. Monday Evening Fresh Favorite items are delivered at 5:45pm. Tuesday Contractor will check orders that have not been filled, if they have money at this time we will fill the order. Monday Tuesday Orders filled on site. Outagamie / Winnebago County RFP - Attachment C Commissary & Inmate Account Svcs February 21,

2 Tuesday Evening Orders delivered to the pods. Each order is in a sealed plastic bag with 2 copy receipt with name and location. Wednesday Corrections bagged up and delivered with lunch cart. In 2011, the gross amount of commissary sales was $251, This includes commissary ($166,875), fresh favorites and icare packages ($84,841). 3.0 Commissary Ordering Options Currently Outagamie County utilizes the current cellblock telephones for the inmate to order their commissary. Currently Winnebago County uses bubble sheets, but the current commissary provider administers all aspects of the Commissary operation (i.e. collecting bubble sheets, scanning orders, etc). Neither County has the staff to fully administer the commissary program (i.e. scanning orders). Outagamie would be open to bubble sheets and scanning if the contractor administered and Winnebago would be open to telephone ordering. Regardless of the way commissary is ordered, both agencies require the current phone system to interface with the commissary software to provide account information for the inmate. The contractor would be required to facilitate (including any fees) such access to the phone provider. 4.0 Commissary Qualifications To be considered for award of this contract, the following minimum qualifications must be met and fully outlined and explained in your proposal Contractor must be experienced in the area of commissary and account services within correctional facilities. Must have ability to execute a contract beginning January 1, Contractor shall be properly licensed at all times. Contractor shall obey all Federal, State and local laws regarding health, sanitation and safety. Contractor agrees to obtain and pay for all necessary Federal, State and local licenses. Contractor agrees to collect and pay all required sales taxes. Contractor shall assume full responsibility for purchasing supplies and maintaining an adequate inventory at their warehouse. Contractor will not increase orders at the time of delivery. Contractor s personnel will fill all orders or supervise inmate workers. Contractor shall have the ability to specify item and quantity limits for ordering based upon inmate classification (i.e. minimum, medium, maximum, state and segregated inmates). Order form shall be agreed upon with the County and provided by the Contractor. Outagamie / Winnebago County RFP - Attachment C Commissary & Inmate Account Svcs February 21,

3 Any product not in inventory or unavailable shall be credited by the Contractor to the Inmate s account. If the Contractor provides commissary items to the wrong inmate, the Contractor shall be responsible for the cost of the item delivered in error. Products shall be packaged in individual clear plastic bags and shall contain a twopart receipt. Contractor shall be responsible for checking expiration / sell by dates on products. No product that is expired or past the sell by date shall be sold. No distressed or outdated products will be allowed. Commissary items sold shall be approved by the Jail Administrator. In addition, a successful background will be performed on the awarded the awarded firm s employees involved with the commissary services. The background check will be performed by the awarding County. 5.0 Inmate Account Services Qualifications To be considered for award of this contract, the following minimum qualifications must be met and fully outlined and explained in your proposal Software shall either be Windows or Web Based. Software shall have the ability for different access levels for various individuals (i.e. the ability to change information or just view). Contractor must demonstrate their ability to provide an interface between their software and each County s Jail Management System to pull the inmate profiles including; picture, full name, DOB, cellblock, home address, ethnicity and physical features. Outagamie County uses customized software from The Abbey Group. Winnebago uses OffenderTrak. Ability to automatically reconcile the checkbook. Ability to print checks. Ability to lookup checks by payee. Ability to print inmate statements. Ability to track Huber payroll date and amount. Ability to auto charge a receivable to a specific group (i.e. Huber board). Ability to schedule payments (i.e. Child Support). Ability to pull bail amounts for various inmates and cut one check to send to the specific agency(s). Ability to sell and inventory miscellaneous in house goods (i.e. phone cards). Ability to issue credits to inmates. Ability to do various month end reporting and reconciliation. When funds are deposited, the software shall have the ability to collect at different percentages. An example would be if money was received for a Huber inmate, a higher percent would be used to pay their board and a lower percent would be allocated to medical. Outagamie / Winnebago County RFP - Attachment C Commissary & Inmate Account Svcs February 21,

4 Perform an audit check when an inmate is released so we are able to make sure there is not an outstanding balance before a check is issued. Ability to handle positive pay. We have various cash drawers. We need the ability to reconcile each cash drawer to that particular PC. Outagamie County then needs to combine the deposits from all cash drawers into one deposit ticket. Yet, still have the ability to have an audit trail. Where, Winnebago County just needs to reconcile to that particular cash drawer. Ability to track discrepancies between what the software shows is in the cash drawer and what our staff counts. Software would also be used as the inmate worker payroll system. The County s would specify job codes along with wage information. The system shall allow us to specify a job for a particular inmate worker and allocate their pay. An inmate worker may perform more than one job at different wages. Software shall have the following reports available; released and current inmates and their account balances, aging report and canteen commissary items ordered. Reports shall have the ability to export data to Microsoft Excel. Software shall be able to handle unclaimed funds. We are seeking the software to produce a report every 2 years which would unclaimed funds (we would at our discretion enter an amount which it must be over) with the payee name, check number, amount, date and last known address. After running the report, we would need the ability to go into the system and purge all unclaimed funds into one check. Contractor shall provide necessary software updates at no additional charge during the term of the agreement. Contract shall provide telephone user support at no additional charge during the term of the agreement. Contractor shall assume full responsibility for purchasing supplies and maintaining an adequate inventory at their warehouse. At Winnebago County, one person in the Finance Department (different location) has access to the trust account system and the actual bank account. That person then is able to see what has cleared at the bank versus what has been submitted. Information from the County s bank account is then uploaded to the trust account software to reconcile things like checks issued versus check cleared. A similar set up is needed. Both County s system shall be configured separately and to meet each County s individual needs. 6.0 Software Hardware & Licensing Requirements Outagamie County will require licensing for the software to run on Countysupplied PCs. In addition, we have a Windows based kiosk that we would like interfaced with the awarded contractor s software. The purpose of the kiosk would allow Huber Outagamie / Winnebago County RFP - Attachment C Commissary & Inmate Account Svcs February 21,

5 inmates and lockup inmate s family members the ability to deposit money, which would go into the banking software. The County supplied kiosk already has a receipt printer. In addition to the licensing, Outagamie County would require the awarded contractor to supply one (1) check printer and seven (7) receipt printers. Winnebago County will require licensing for the software to run on Countysupplied PCs. Of these PCs, about 10 are considered cash drawers and 12 PCs have read only ability. In addition to the licensing, Winnebago County would require the awarded contractor to supply 3 5 check printers and 3 5 receipt printers. In the future, Winnebago County may install a lobby kiosk. If that project is done, there will need to be a license on the kiosk. 7.0 Lobby Kiosk Each County will need one kiosk for public access in the lobby of the building. The current kiosks in each County accept only cash and do not charge a fee. The primary function of the kiosk is for an inmate s family / friends to deposit money into their account, and receive a receipt of the deposit. The new kiosk at a minimum shall accept cash (bills only). Outagamie County will not impose a service fee to the person depositing the money. Winnebago County prefers a no fee kiosk for cash deposits.. We are interested in the option for the kiosk to accept credit card transactions. State in your proposal if there are any fees associated with using a credit card. Include in your proposal the option for the kiosk and charge (if any) associated with the kiosk, as well as any other per transaction fee(s). 8.0 Optional Services / Items Provide information on the options below (each agency is interested) Booking Area Kiosk This kiosk would be used for the inmate to deposit the money on them at time of booking to be deposited into their inmate account. The features and terms of the booking area kiosk shall be similar to the needs mentioned in the lobby kiosk in Section 7. The only exception is this kiosk needs to accept coin. Kiosk Cash Management / Balancing Currently both Counties maintain their lobby kiosk (i.e. balancing cash and adding more cash). Provide options and associated costs (if any) for the contractor to maintain all aspects of this. Option would be for both the lobby and booking area kiosks. Debit Cards When an inmate has finished their sentence, they are currently issued a check for the balance remaining in their inmate fund. What are the options for issuing them a debit card upon release instead of a check? What fees are associated with obtaining the physical cards and the inmate getting funds off the card (both at an ATM and retail stores). Outagamie County does not issue the check for the inmate balance until approximately a week after the inmate has left Jail. How Outagamie / Winnebago County RFP - Attachment C Commissary & Inmate Account Svcs February 21,

6 would that work with debit cards? Winnebago County provides funds at the time of release. 7.0 Proposal Submittal Complete the attached Commissary portion on the pricing form, which references the cost to the inmate as well as the County s commission percentage. In addition, provide detailed information on the software you will be proposing. We may require a software demonstration. Include PC and server specifications for running/hosting the software. Each County will supply their own PCs and server. Outagamie / Winnebago County RFP - Attachment C Commissary & Inmate Account Svcs February 21,