Inmate Personal Items

McLennan County
Purchasing Agent, Ken Bass
214 North 5 Street
th
Waco, TX 76701
Phone: 254-759-5627
Fax: 254-757-5068
E-mail: ken.bass@mclennan.gov
McLennan County, BID 26-009
INMATE PERSONAL ITEMS
Bid Release:
August 20,2026
Date and Time Bid is Due:
No Later Than
September10, 2026
2:00 P.M.
MCLENNAN COUNTY, BID 26-009 - INMATE PERSONAL ITEMS Page 1 of 25

1. INSTRUCTION TO BIDDER
i. To obtain Specifications or Bid packet, for this Solicitation, information may be obtained by
contacting, Ken Bass at the above listed email address or can be downloaded at the
McLennan County website; https://www.mclennan.gov/Bids.aspx.
ii. It is the Bidder's responsibility to check the McLennan County website frequently for any possible
updates or Addenda/Amendments that may be issued.
iii. Link: https://www.mclennan.gov/Bids.aspx.
iv. Bidder may submit general/clarification questions concerning contract or bid specifications or
requirements to the contract administrator's email. Vendors are encouraged to submit your
questions as soon as possible to allow adequate time for answers and any issues that may
arise.
2. SUBMISSION OF BID
i. Submit one (1) original bid response and one (1) duplicate/copy of the bid response,
for a total of two (2) complete copies. The original and copy can be in the same
envelope and should be clearly marked as "Original" and "Copy".
ii. Sealed bids must be received by the McLennan County Purchasing Department prior to closing
date and time Thursday, September 10, 2026; 2:00pm (CST)
iii. Late bid(s) or bid(s) not received by closing date and time shall NOT be considered. McLennan
County is not responsible for the lateness of mail carriers, weather conditions, etc.
iv. Emailed or faxed bid response(s) shall NOT be accepted.
v. Bids must be received, in a sealed envelope, at the address below, clearly and plainly marked:
Company Name and Address
McLennan County Purchasing Department
"BID 26-009 -Inmate Personal Item(s)"
214 N. 5th Street
Waco, TX 76701
Bid opening will take place in the Purchasing Department, 214 N. 5th Street, Waco, TX 76701,
Thursday, September 10, 2026; 2:00pm (CST) at which time bids will be opened and read aloud.
Scanned, re-typed or altered response(s):
If, in its response, the Proposer either electronically scans, re-types, or in some way reproduces
the County's published proposal package, then in the event of any conflict between the terms
and provisions of the County's published proposal package, or any portion thereof, and the terms
and provisions of the response made by the responding bidder, the County's bid package as
published shall control. Furthermore, if an alteration of any kind to the County's published
proposal package is only discovered after the contract is executed and is or is not being fulfilled,
the contract is subject to immediate cancellation.
MCLENNAN COUNTY, BID 26-009 - INMATE PERSONAL ITEMS Page 2 of 25

Bid Withdrawal, Bid Change and Alternate Bid
a. Bidders may withdraw Bid(s) at any time prior to the official opening.
i. To guarantee the authenticity of the change, Bidder, must initial alterations made
prior to bid opening date and time.
ii. After the official opening, bids may not be amended or altered and may not be
withdrawn without the approval of Commissioners Court.
iii. The County reserves the right to accept or reject, in part or in whole, any bids
submitted; and to waive any technicalities for the best interest of the County.
3. GENERAL PROVISIONS
Evaluation
i. The bid award will be based on, but not limited to, the following factors:
a. Past performance and relationship with the McLennan County;
b. Meet requirements and specifications;
c. Price and cost;
d. Vendor reputation, experience and ability to perform;
e. Location and/or availability of materials and
f. Quality of goods and/or services.
4. CONTRACT TERMS AND CONDITIONS
Contract Term and Renewal Option(s)
i. The initial Contract term, which begins on the effective date, through September 30, 2027,
and there are four (4) one (1) year option(s) to renew the Contract.
ii. Renewal option(s) to be exercised by mutual agreement of McLennan County Commissioners
Court and awarded Vendor.
iii. McLennan County Commissioners' Court may consider renewing the contract at the end of each
term Contract period, if the requested increase is no more than three (3%) percent.
Full Pricing and Contingencies
The County must hold the successful bidder to bid pricing. Additional charges for contingencies
discovered by the vendor at any time after the date of opening of this bid will not be considered
for payment by the County.
Recourse for Unsatisfactory Materials
Payment must be contingent upon the County's inspection of and satisfaction with completed
work. Any defective work or materials, non-conformance to bid specifications, damaged
materials, or unsatisfactory installation must be corrected to the County's satisfaction by the
successful bidder at no additional charge.
MCLENNAN COUNTY, BID 26-009 - INMATE PERSONAL ITEMS Page 3 of 25

No Commitment by McLennan County
This Invitation to Bid does not commit McLennan County, to award any costs or pay any costs, or
to award any contract, or to pay any costs associated with or incurred in the preparation of a
(bid/proposal) to this request, or to procure or contract for services or supplies.
Price Adjustment Request
Price increase during an agreement period may be considered upon request. Requests for price
increases during a contract period shall be supported by evidence of increased costs to the
bidder. Supporting documentation of the price increase must be submitted with request. The
Commissioners Court will not approve price increases that will merely increase the gross
profitability of the bidder at the expense of the County. Price change request shall be a factor in
the agreement's extension review process. The Commissioners Court shall determine whether
the requested price increase or an alternate option is in the best interest of the County.
McLennan County Contract Cancellation
McLennan County may cancel any contract resulting from this Bid at any time, for any reason,
provided a thirty (30) day notice is given.
Grant Funded
When providing quotes/bids for projects in which the County is receiving grant funding, the
vendor understands and agrees that it must follow all grant requirements and must provide the
County with all documentation necessary to comply with those requirements.
McLennan County Tax Exemptions
The County is exempt from Federal Excise Tax and State Sales Tax. Therefore, such taxes must
not be included in bid proposals.
Insurance Requirements
All insurance requirements, including Worker's Compensation, as outlined in Texas State
Statutes, must be met by the successful bidder prior to any delivery and must remain in effect
during the life of this contract.
Supplier Default of Contract
Continuing non-performance of the bidder in terms of specifications will be a basis for the
termination of the contract by the County. The County will not pay for work, equipment or
supplies, which are unsatisfactory. Vendors will be given a reasonable opportunity before
termination to correct the deficiencies. This, however, must in no way be construed as negating
the basis for termination for non-performance. McLennan County retains the option to transfer
the award of this bid to the next lowest bidder that meets specifications in the event awarded
vendor defaults.
Force Majeure
If by reason of Force Majeure either party shall be rendered unable, wholly or in part, to carry
out its responsibilities under this contract by any occurrence by reason of Force Majeure, then
the party unable to carry out its responsibility shall give the other party notice and full particulars
of such Force Majeure, in writing within a reasonable time after the occurrence of the event, and
such notice shall suspend the party's responsibility for the continuance of the Forced Majeure
claimed, but for no longer period. Force Majeure, means acts of God, floods, hurricanes, tropical
storms, tornadoes, earthquakes, or other natural disasters, acts of public enemy, acts of
terrorism, sovereign conduct, riots, civil commotion, strikes or lockouts, and other causes that are
not occasioned by either Party's conduct which by the exercise of due diligence the party is
unable to overcome and which substantially interferes with operations.
MCLENNAN COUNTY, BID 26-009 - INMATE PERSONAL ITEMS Page 4 of 25

Choice of Law and Venue
This contract will be governed and construed according to the laws of the State of Texas. This
contract is performable in McLennan County, Texas. Venue for any action shall be in State
District Court of McLennan County, Texas.
Compliance with Laws
The bidder hereto covenants and agrees to comply with all applicable federal, state, and local
laws, codes, ordinances, rules and regulations. Failure to comply with the terms of this provision
must constitute a breach of contract and permit the County to terminate this (Request for Sealed
Proposal/Bid) in accordance with the termination provisions stated herein.
Exceptions
The bid speaks for itself. Bidders taking exception to any terms, conditions or specifications of
this bid must clearly state in writing such exception(s) either on or with their bid. The County will
be the sole judge of the acceptability of any exception noted and is not bound to consider any
bid submitted with exceptions.
Alternates
Trade names are used solely for the purpose of setting minimum standards of quality and
performance and are not to be construed as exclusionary. Bidders are encouraged to contact the
Purchasing Department prior to the bid opening for the purpose of clarifying specifications.
Invoicing
i. Invoices must be addressed directly to:
McLennan County; 2124 N. 25th St, Waco, Texas 76708
ii. Invoices will be processed after notification that all requested items have been received
satisfactorily by McLennan County authorized representative, unauthorized substitutions
will not be accepted.
iii. Invoices must be itemized and must reference the McLennan County Purchase Order
Number in order to be processed.
iv. Any invoice covering items purchased under this bid may include only items delivered to
one address and may not include items not covered by this bid.
v. Separate invoices must be used for purchases made under different purchase
authorizations.
vi. A monthly statement is required for any account with an open balance at the end of any
month.
vii. Payments will usually be made within 30 days from the time McLennan County Auditor's
Office has received the invoice, provided all pickup or delivery paperwork have been
received or completed in accordance with specifications.
MCLENNAN COUNTY, BID 26-009 - INMATE PERSONAL ITEMS Page 5 of 25

GENERAL SPECIFICATIONS
i. In submitting a bid response, bidders certify agreement to the following:
a. McLennan County reserves the right, if deemed in the best interest of the County, to
waive informalities or defects in bids and accept such bids.
b. Bid response must include all expenses, to include but not limited to, any freight or
"make ready" charges and delivery to McLennan County Jail, 3201 East Highway 6,
Waco, Texas 76705.
ii. The Commissioners Court of McLennan County, Texas, reserves the right to accept or reject
any and/or all bids in response to this bid request.
iii. A packing slip must accompany each shipment/delivery, with the following information:
a. Name and address of the vendor;
b. Name and address of the receiving department;
c. McLennan County purchase order number and
d. A description of the material shipped, including item numbers, quantity, number of
containers and package number, if any.
5. SPECIFICATIONS AND REQUIREMENTS
i. All garments must be new, unused, clean and ready for immediate use. Vendor shall furnish
all labor, personnel, service, supervision, freight, transportation, inside delivery and pick-up,
materials, tools, supplies and equipment necessary to perform the service and provide
products as requested.
ii. The table below displays requested items specifications. Vendor should indicate brand/grade
name, item number and if applicable a description. If applicable, equivalent should be clearly
stated with a description. Brand/grade and equivalents are subject for review and approval
by McLennan County Jail, authorized personnel. We select the items that we use most often
to be on the bid list we release for Inmate Personal Items. It is our intent to include any
items that we need for Inmate Personal Items under this contract. If we do not have specific
pricing for such an item, we will request a quote and incorporate any new items into the list
of approved items on the contract.
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I. CLOTHING AND FOOTWEAR
1. Socks, Unisex, full length tube style,80% cotton 20% polyester, White, no stripes, one size fits all
Brand/Grade: Item Number:
Description:
2. Panties, 100% cotton, good quality irregulars, solid White with elastic waistband and leg bands,
Sizes: 5, 6,7,8,9,10,11,12 and 13
Brand/Grade: Item Number:
Description:
3. Sport Bra, Lycra sport crop top, White, Sizes: 32,34,36,38,40,42,44,46,48,50,52 and 54
Brand/Grade: Item Number:
Description:
4. Men Briefs, 100% pre-shrunk cotton, good quality irregulars, Sizes: small, medium, large, x-large, 2x, 3x, 4x, 5x,
6x, 7x
Brand/Grade: Item Number:
Description:
5. Caps, baseball style, mesh back, Orange
Brand/Grade: Item Number:
Description:
6. Shower Shoes - Eva Slide, or equivalent, heavy duty, one-piece, molded vinyl construction, soft, flexible,
indoor/outdoor, durable, long lasting, Black or Orange, Sizes: small, medium, large, x-large, 2x, 3x
7. Deck Shoes, with rubber toe tip, Orange, Sizes: 7,8,9,10,11,12,13,14,15,16 and 17
Brand/Grade: Item Number:
Description:
8. Work Boot, 6" leather upper - non-marking, oil and slip resistant, rubber outsole -White
Outsole to be cemented and stitched to the upper, plain toe or composite, NO SHANK IN SOLE FOR ADDED
SECURITY, Black, Sizes: 6,7,8,9,10,11,12,13,14 and 15
Brand/Grade: Item Number:
Description:
9. Rubber Boots, economic vinyl knee boot, anti-skid sole & heel, reinforced construction at critical stress points,
100% Waterproof, Black, Sizes: 4,5,6,7,8,9,10,11,12,13,14 and 15
Brand/Grade: Item Number:
Description:
10. Shoe Insoles
Brand/Grade: Item Number:
Description:
11. Bath soap, unwrapped .5 oz., Fresh Choice, or equivalent; List per case in description
Brand/Grade: Item Number:
Description:
12. Anti-bacterial bath soap, individually wrapped, 3 oz., Fresh Choice or, or equivalent; List per case in description
Brand/Grade: Item Number:
Description:
13. Sanitary Napkins, individually wrapped, 9" long; List per case in description
Brand/Grade: Item Number:
Description:
14. Sanitary Napkins, with wings; List per case in description
Brand/Grade: Item Number:
Description:
15. Sanitary Napkins, with wings, super, 240 per case; List per case in description
Brand/Grade: Item Number:
MCLENNAN COUNTY, BID 26-009 - INMATE PERSONAL ITEMS Page 7 of 25

Description:
16. Tampons, Regular; Note: list how many per case in description
Brand/Grade: Item Number:
Description:
17. Tampons, Hospeco, or equivalent, super, List per case in description
Brand/Grade: Item Number:
Description:
18. Toothpaste, Fresh-mint .85 oz. (NO CLEAR); List per case in description
Brand/Grade: Item Number:
Description:
19. Toothbrushes, ivory, regular handle; List per case in description
Brand/Grade: Item Number:
Description:
20. 5" Pocket Comb, Black; List per case in description
Brand/Grade: Item Number:
Description:
21. Hair Clipper Set, two sets of guards, comb, cleaning brush and oil, Wahl or equivalent; List per case in description
Brand/Grade: Item Number:
Description:
22. Replacement blades for hair clippers; List per case in description
Brand/Grade: Item Number:
Description:
23. Single blade razors; List per case in description
Brand/Grade: Item Number:
Description:
24. Toenail clippers (W/O FILE); List per case in description
Brand/Grade: Item Number:
Description:
II. BEDDING AND LINEN
25. Mattress Cover 30" x 75" x 4", light Blue and Green vinyl
Brand/Grade: Item Number:
Description:
26. Mattress Glue, vinyl cement glue
Brand/Grade: Item Number:
Description:
27. Sheets, 54" x 90", 100 % Cotton, White
Brand/Grade: Item Number:
Description:
28. Blankets, 66" x 90", woven 70% wool (minimum), fire retardant, stitched on all four sides, Grey and Green
Brand/Grade: Item Number:
Description:
29. Air pillow insoles
Brand/Grade: Item Number:
Description:
30. Washcloths, 12"x12", 100% cotton, White and Brown
Brand/Grade: Item Number:
Description:
31. Bath Towels, 20x40, 100% cotton, White
MCLENNAN COUNTY, BID 26-009 - INMATE PERSONAL ITEMS Page 8 of 25

Brand/Grade: Item Number:
Description:
32. Net laundry bags, 24" x 36", with cord and closure, White
Brand/Grade: Item Number:
Description:
III. REC
33. Racquet balls, "Penn", or equivalent, 4/can; 12cans/case
Brand/Grade: Item Number:
Description:
34. Basketball "Official Size", heavy duty, NBA official all surface ball, composite leather/Spalding, or equivalent
Brand/Grade: Item Number:
Description:
35. Nylon basketball net (standard)
Brand/Grade: Item Number:
Description:
IV. MISC.
36. Safety smock, suicide prevention suit, human restraint
Brand/Grade: Item Number:
Description:
37. Safety blanket, suicide prevention suit, human restraint
Brand/Grade: Item Number:
Description:
38. Stacking Cups 7oz. Brown or Black (7oz instead of 7.5oz)
Brand/Grade: Item Number:
Description:
39. Disinfectant Surface Spray, Institution Strength, 12 oz.
Brand/Grade: Item Number:
Description:
Note: Any exceptions to the above specification(s) and requirement(s) should be listed in the space
provided below. If there are no exceptions listed, responding bidder agrees to the above specification(s)
and requirement(s) as written.
Exceptions: ________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
Printed Company Name: ____________________________________________________
Authorized Printed Name: _______________________ Title: _______________________
Authorized Signature: __________________________ Date: ______________________
E-mail Address: ____________________________ Phone: ________________________
MCLENNAN COUNTY, BID 26-009 - INMATE PERSONAL ITEMS Page 9 of 25

6. PRICE AND COST
i. Prices for each item, bid as shown below, shall be firm pricing.
ii. Bid response must include all expenses, to include but not limited to, any freight or "make ready"
charges and delivery to McLennan County Jail, 3201 East Highway 6, Waco, Texas 76705.
iii. The period for acceptance of this Bid will be thirty (30) calendar days unless the bidder notes a
different period for McLennan County approval.
iv. McLennan County may consider renewing the contract at the end of each term Contract period, if
the requested increase is no more than three (3%) percent.
v. The undersigned agrees if this bid is accepted, to furnish any and all items upon which prices are
offered, at the price(s) and upon the terms and conditions contained in the Contract terms
and conditions and listed requirements and specifications.
vi. The undersigned, as bidder, declare that the only person(s) interested in this bid as principals are
those named herein; that this Bid is made without collusion with any other person, firm, or
corporation; that I (we) have carefully examined the advertisement, instructions to bidders,
specifications and conditions of payment, and in accordance therewith propose to furnish all
or any part of the asphalt mix at the above listed and response to schedule of prices.
vii. Quantities are estimates, quantities may vary according to need.
a. Asterisk (*) one (1) (*1) no estimates to report at this time.
Printed Company Name: ____________________________________________________
Authorized Printed Name: _______________________ Title: _______________________
Authorized Signature: __________________________ Date: ______________________
E-mail Address: ____________________________ Phone: ________________________
MCLENNAN COUNTY, BID 26-009 - INMATE PERSONAL ITEMS Page 10 of 25