TARRANT COUNTY PURCHASING

JACK BEACHAM, C.P.M., A.P.P. PURCHASING AGENT

TARRANT COUNTY

PURCHASING DEPARTMENT

June 14, 2017 ADDENDUM #1 RFP NO. 2017-122

ROB COX, C.P.M., A.P.P. ASSISTANT PURCHASING AGENT

REQUEST FOR PROPOSALS FOR INMATE COMMISSARY SERVICES, INMATE BANKING SERVICES, INMATE DEPOSIT/RELEASE SERVICES, AND OPTIONAL VALUE ADDED TECHNOLOGY

RFP DUE JUNE 26, 2017

1. Questions and Responses:

A. Questions received and Tarrant County responses are included in the following page(s) of this addendum.

2. Clarifications:

A. Contract for Tarrant County Jail Inmate Commissary Service Agreement added to this Addendum 1.

B. Commissary Commission Statement Spreadsheet added to this Addendum 1.

This addendum must be signed and the original and Seven (7) copies must be returned with RFP.

NAME AND ADDRESS OF COMPANY:

AUTHORIZED REPRESENTATIVE:

________________________________

Signature __________________________

________________________________

Name _____________________________

________________________________

Title ______________________________

________________________________

Tel. No. ___________________________

E-Mail Address _______________________

Fax No: _________________________

TARRANT COUNTY ADMINISTRATION BUILDING, SUITE 303 100 E. WEATHERFORD, FORT WORTH, TEXAS 76196 (817) 884-1414, (817) 884-2629 [FAX]

RFP FOR INMATE COMMISSARY SERVICES, INMATE BANKING SERVICES, INMATE DEPOSIT/RELEASE SERVICES, AND OPTIONAL VALUE ADDED TECHNOLOGY

QUESTIONS AND RESPONSES

1. Can you please provide total number of in-pod kiosks requested? Can you please provide total number of kiosks per facility populated and depopulated? Kiosks being referenced for this question are the kiosks in living units utilized for inmate/officer communication as detailed in the RFP? Response: Tarrant County Corrections Center ? 34. Lon Evans Corrections Center ? 18. Green Bay Unit ? 100. Cold Springs (currently depopulated) ? 16. Belknap Jail (currently depopulated) ? 50.

2. Section VII.A. ? States Tarrant County Facilities Management will provide all required electrical work. It was also stated in the pre-proposal conference that all networking will be handled through 3rd party currently under contract with Tarrant County. Will that networking to install separate network as required by Tarrant County IT be at the awarded vendor's expense or Tarrant County's expense? Response: Vendor's expense.

3. In reference to Question 2 above, if the networking by 3rd party is at the vendor's expense can you please provide an estimated cost by facility for data lines necessary for each inpod kiosk? Response: Tarrant County Corrections Center ? 64 drops ($15,262.00). Lon Evans Corrections Center ? 36 drops ($11,858.00). Green Bay Unit ? 100 drops ($19,744.00).

Those numbers reflect each pod having a kiosk with a network drop and a separate network drop in each pod for commissary carts. If the vendor chooses to go wireless, then the costs may be reduced.

4. Can you please provide Average Daily Inmate Population by facility currently populated? Response: Tarrant County Corrections Center ? 2,000. Lon Evans Corrections Center ? 275. Green Bay Unit ? 1,500.

5. Can you please provide the average number of deposits received at the window in the Tarrant County Corrections Center lobby each month and the average total dollar amount received? Response: Average number of deposits ? 9,554. Average total dollar amount - $43.22

6. On average how many inmates are released each month? Response: 3,069.

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RFP FOR INMATE COMMISSARY SERVICES, INMATE BANKING SERVICES, INMATE DEPOSIT/RELEASE SERVICES, AND OPTIONAL VALUE ADDED TECHNOLOGY

QUESTIONS AND RESPONSES, continued

7. Can you please provide the average number of bail transactions received each month and the average total dollar amount received each month?

Response: (Cash) Average number received ? 206. Average total dollar - $285,967.01.

8. Please provide a full scope of service(s) currently offered by current provider. Response: Please see current contract.

9. Requesting confirmation on the number of kiosks (deposits) and kiosks (inmate selfservice) and which sites for install: a. In-Pod

b. Booking

c. Release

d. Lobby

Response: a) b) c) d)

In-Pod ? See Response to Question 1. Booking ? 2 Deposit Kiosks. Release ? None. Lobby ? Deposit Kiosks.

Tarrant County Corrections Center ? 3. Lon Evans Corrections Center ? 1. Green Bay Unit ? 2. Cold Springs Jail ? 1. Belknap Jail ? 1.

10. Will the County please outline any other fees not provided on the Commissary Menu being charged to the County, inmate, and/or public?

Response: Currently there are no fees. Please see current contract.

11. Please provide the current commission (monthly minimum guarantee) and/or percentage received on commissary and any deductions and overages.

Response: Please see current contract, specifically, section D 6.

12. If there are deductions for any services, please itemize and provide a description of provided services.

Response: Please see current contract.

13. Please provide copies of guaranteed monthly reimbursement statements from the last six months?

Response: Please see commissary statements from 2016.

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RFP FOR INMATE COMMISSARY SERVICES, INMATE BANKING SERVICES, INMATE DEPOSIT/RELEASE SERVICES, AND OPTIONAL VALUE ADDED TECHNOLOGY

QUESTIONS AND RESPONSES, continued

14. Please provide a copy of the current commissary contract. Response: Please see current contract.

15. Please describe current grievance/sick workflow process and departments involved in responding and processing, i.e. Health System/Medical; Captains. Response: ? A grievance is requested by the inmate from the housing officer. ? The inmate fills the grievance out and turns it into the housing officer sealed. ? If the inmate writes emergency on the outside of the grievance envelope then a supervisor is notified who will open it up and determine if it is an emergency or not. If the supervisor deems it to be an emergency then the supervisor will address the issue and write the corrective actions taken on the grievance and forward it to the grievance department. Once received by the grievance department it is entered into the database with the information from the supervisor and a response will be sent to the inmate showing the issue resolved. If it is deemed to be a non-emergency then the supervisor will write nonemergency, their name, ID, and forward it to the grievance department for further investigation. ? Once the grievance is received by the grievance officer it is time stamped and a 60 day window starts. ? The grievance is assigned to an officer and entered into the database. ? The grievance officer determines what items are needed for the investigation and sends email request to get those items. ? All medical grievances are sent to the medical department for answers. ? All MHMR (Mental Health Mental Retardation) grievances are sent to the MHMR department for answers. ? All commissary grievances are sent to commissary services for answers. ? All food grievances are sent to kitchen services for answers. ? All chaplain grievances are sent to the chaplain office for answers. ? If the grievance can't be answered within 15 days an interim response is sent to the inmate. ? The grievance must be answered within 60 days.

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RFP FOR INMATE COMMISSARY SERVICES, INMATE BANKING SERVICES, INMATE DEPOSIT/RELEASE SERVICES, AND OPTIONAL VALUE ADDED TECHNOLOGY

QUESTIONS AND RESPONSES, continued

16. Is the County interested in Law Library? If so, what's the current annual expenditure for County's current Law Library? Please include paper costs, maintenance and annual subscription fees and name of current provider, i.e. Lexis Nexus. Response: Yes. We currently have an annual contract with Lexis Nexus in the amount of $15,558.00. We are requesting at a minimum an option for library appointments to be made via kiosks or other technology.

17. Please provide information regarding current or past issues and complaints regarding products/services with current provider and its associated impact on Tarrant County, constituents, and inmates. Response: None noted.

18. Will the County please provide the pre-bid meeting sign in sheet? Response: Yes, See attached Mandatory Pre-Proposal Conference Attendees Sign in Sheet.

19. What is the current JMS and limitations of system driving the interest to explore a new system? Response: We are seeking a JMS system in the future. We are currently operating on an old DOS mainframe.

20. What funds, if any are allocated for new JMS purchase and what JMS providers have been looked at thus far? Response: $600,000.00 for this budget year. More will be needed and the only JMS providers that have been looked at so far via the Techshare program are GTL, Headspring, and Sogeti.

21. Will the County provide electrical and networking for a tablet solution? Response: Tarrant County will provide electrical service only.

22. What's the County's timeframe for deployment of Value Added solutions such as tablets and grievance applications? Response: Current Calendar year.

23. Is the County willing to consider an extended contract term for value added services? Response: Yes, but the total term of the contract cannot extend beyond 5 years.

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