REQUEST FOR PROPOSALS - Mercer County, Ohio

MERCER COUNTY, OHIO

REQUEST FOR PROPOSALS

FOR MANAGEMENT OF PRISONER INMATE ACCOUNTS AND COMMISSARY
VIA A KIOSK SYSTEM

For Inquiries of Proposal, please contact:

Jodie Lange
Mercer County Sheriff’s Office
4835 State Rte. 29
Celina, Ohio 45822
419-586-7724 or [email protected]

Submit Proposal to:

Kim Everman
Mercer County Commissioners’ Office
220 W. Livingston Street, Rm. A201
Celina, Ohio 45822
419-586-3178 or [email protected]

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 [email protected] 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 anti-
shank 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 highly-
secure 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 wall-

mounted 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

2. That ____________________________ is charged with delinquent personal property tax
on

(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.

AFFIDAVIT OF PRINCIPAL CONTRACTOR

STATE OF OHIO )
) ss.

COUNTY OF ______________ )

I, __________________________, being first duly sworn, deposes and says that

he/she

is the ____________________________________ of (Name of Bidder)
_______________________________________

(Sole owner/Partner/President/Secretary/Other Title)

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? ______