Commissary Services for Jefferson County Sheriff's Office

Agency:	Jefferson County
State:	Texas
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Posted:	Nov 28, 2023
Due:	Jan 10, 2024
Solicitation No:	RFP 23-071/MR
Publication URL:	To access bid details, please log in.

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JEFFERSON COUNTY PURCHASING DEPARTMENT

Deborah L. Clark, Purchasing Agent

1149 Pearl Street

1st Floor, Beaumont, TX 77701

OFFICE MAIN: (409) 835-8593

FAX: (409) 835-8456

LEGAL NOTICE

Advertisement for Request for Proposal

November 28, 2023

Notice is hereby given that sealed proposals will be accepted by the Jefferson County Purchasing Department for

Request for Proposals (RFP 23-071/MR), Commissary Services for Jefferson County Sheriff’s Office. Specifications for

this project may be obtained from the Jefferson County website, https://www.co.jefferson.tx.us/Purchasing/, or by

calling 409-835-8593.

Proposals are to be sealed and addressed to the Purchasing Agent with the proposal number and name marked on

the outside of the envelope or box. Proposers shall forward an original and four (4) hard copies of their proposal to

the address shown below. Late proposals will be rejected as non-responsive. Proposals will be publicly opened and

only the firm name will be read aloud in the Jefferson County Engineering Conference Room (5th Floor, Historic

Courthouse) 1149 Pearl Street, Beaumont, Texas 77701 at the time and date below. Proposals shall be opened in a

manner that avoids disclosure of the contents to competing Proposers and maintains the confidentiality of the proposals

during negotiations. Proposals will be open for public inspection after the award of the contract, except for trade secrets

and confidential information. Proposers are invited to attend the sealed proposal opening.

There will be a Pre-Proposal Conference on Tuesday, December 12, 2023, at 2:00 pm CT at the Jefferson County

Correctional Facility, 5030 Hwy 69 S., Beaumont, Texas 77705.

PROPOSAL NAME:

PROPOSAL NUMBER:

DUE DATE/TIME:

MAIL OR DELIVER TO:

Commissary Services for Jefferson County Sheriff’s Office

RFP 23-071/MR

11:00 AM CT, Wednesday, January 10, 2024

Jefferson County Purchasing Department

1149 Pearl Street, 1st Floor

Beaumont, Texas 77701

Any questions relating to these requirements should be directed to Mistey Reeves, Assistant Purchasing Agent at 409-

835-8593 or mistey.reeves@jeffcotx.us. If no response in 72 hours, contact Deborah Clark, Purchasing Agent at 409-

835-8593 or deb.clark@jeffcotx.us.

Jefferson County encourages Disadvantaged Business Enterprises (DBEs), Minority/Women Business Enterprises

(M/WBEs), and Historically Underutilized Businesses (HUBs) to participate in the bidding process. Jefferson County

does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment, or the

provisions of services. Individuals requiring special accommodations are requested to contact our office at least seven

(7) days prior to the bid due date at 409-835-8593.

All interested firms are invited to submit a proposal in accordance with the terms and conditions stated in this bid.

Proposers are strongly encouraged to carefully read the entire invitation, as failure to return and/or complete all

required documentation will result in a response being declared as non-responsive.

Deborah L. Clark, Purchasing Agent

Jefferson County, Texas

PUBLISH:

Beaumont Enterprise:

November 29, 2023 & December 6, 2023

TABLE OF CONTENTS

TABLE OF CONTENTS .................................................................................................................................................................1

PROPOSAL SUBMITTAL CHECKLIST............................................................................................................................................3

SECTION 1. INTRODUCTION TO PROPOSERS AND GENERAL REQUIREMENTS.........................................................................4

1.1 Vendor Instructions ................................................................................................................................................................... 4

1.2 Governing Law ........................................................................................................................................................................... 4

1.3 Ambiguity, Conflict, or Other Errors in RFP .............................................................................................................................. 4

1.4 Notification of Most Current Address....................................................................................................................................... 4

1.5 Proposal Preparation Cost......................................................................................................................................................... 4

1.6 Signature of Proposal ................................................................................................................................................................ 4

1.7 Economy of Presentation ........................................................................................................................................................ 5

1.8 Proposal Obligation ................................................................................................................................................................. 5

1.9 Incorporation by Reference and Precedence .......................................................................................................................... 5

1.10 Governing Forms ...................................................................................................................................................................... 5

1.11 Implied Requirements.............................................................................................................................................................. 5

1.12 Compliance with RFP Specifications ........................................................................................................................................ 5

1.13 Vendor Registration: SAM (System for Award Management)................................................................................................ 5

SAM.GOV (INSERTION PAGE) ....................................................................................................................................................6

1.14 FORM 1295 (Texas Ethics Commission) Requirement ............................................................................................................ 7

SAMPLE OF COMPLETED FORM 1295........................................................................................................................................8

FORM 1295 (INSERTION PAGE) .................................................................................................................................................9

1.15 Emergency/Declared Disaster Requirements ....................................................................................................................... 10

1.16 Evaluation ............................................................................................................................................................................... 10

1.17 Withdrawal of Proposal ........................................................................................................................................................ 10

1.18 Minority-Women Business Enterprise Participation............................................................................................................. 10

1.19 Award...................................................................................................................................................................................... 10

1.20 Ownership of Proposal ........................................................................................................................................................... 10

1.21 Disqualification of Proposal ................................................................................................................................................... 10

1.22 Contractual Development...................................................................................................................................................... 10

1.23 Assignment ............................................................................................................................................................................. 11

1.24 Contract Obligation ................................................................................................................................................................ 11

1.25 Termination ............................................................................................................................................................................ 11

1.26 Inspections.............................................................................................................................................................................. 11

1.27 Testing..................................................................................................................................................................................... 11

1.28 Loss, Damage, or Claim .......................................................................................................................................................... 11

1.29 Taxes ....................................................................................................................................................................................... 11

1.30 Non-Discrimination ................................................................................................................................................................ 11

1.31 Conflict of Interest.................................................................................................................................................................. 11

1.32 Confidentialality/Proprietary Information ............................................................................................................................ 12

1.33 Waiver of Subrogation ........................................................................................................................................................... 12

1.34 Acknowledgment of Insurance Requirements ...................................................................................................................... 12

1.35 Insurance Requirements ........................................................................................................................................................ 12

1.36 Workers Compensation Insurance ........................................................................................................................................ 13

CERTIFICATE OF INSURANCE (INSERTION PAGE).....................................................................................................................15

SECTION 2. FEMA MANDATED CONTRACT PROVISIONS........................................................................................................16

BYRD ANTI-LOBBYING CERTIFICATION FORM ................................................................................................................................ 25

DEBARMENT/SUSPENSION CERTIFICATION ................................................................................................................................... 26

CIVIL RIGHTS COMPLIANCE PROVISIONS ....................................................................................................................................... 27

(RFP 23-071/MR) Commissary Services for Jefferson County Sheriff’s Office

PAGE 1 OF 66

TABLE OF CONTENTS (CONTINUED)

SECTION 3. PROPOSAL SUBMISSION INSTRUCTIONS AND SPECIAL REQUIREMENTS .............................................................. 29

3.1 Submission of Proposal ............................................................................................................................................................ 29

3.2 Pre-Proposal Conference ......................................................................................................................................................... 30

3.3 Questions and Deadline for Question(s) Submission .............................................................................................................. 31

3.4 Tentative Schedule of Events ................................................................................................................................................... 32

SECTION 4. PROPOSAL FORMAT REQUIREMENTS ...................................................................................................................... 33

4.1 Introduction to Proposal Format Requirements ..................................................................................................................... 33

4.2 Organization of Proposal Contents .......................................................................................................................................... 33

4.3 Transmittal Letter ..................................................................................................................................................................... 33

4.4 Table of Contents ..................................................................................................................................................................... 33

4.5 Executive Summary .................................................................................................................................................................. 34

4.6 Proposer Identifying Information ............................................................................................................................................ 34

4.7 Proposer Personnel and Organization ..................................................................................................................................... 34

SECTION 5. PROJECT OBJECTIVE AND SCOPE OF SERVICES ........................................................................................................ 36

SECTION 6. PROPOSAL REQUIREMENTS ...................................................................................................................................... 42

6.1 Objective ................................................................................................................................................................................... 42

6.2 Proposer Experience ................................................................................................................................................................ 42

6.3 Type of Services Provided ......................................................................................................................................................... 42

6.4 Laws and Regulations ............................................................................................................................................................... 42

SECTION 7. PROPOSAL EVALUATION AND SELECTION PROCESS ............................................................................................... 43

7.1 Introduction .............................................................................................................................................................................. 43

7.2 Cost Proposal ............................................................................................................................................................................ 43

7.3 Evaluation Committee.............................................................................................................................................................. 43

7.4 Evaluation Process.................................................................................................................................................................... 43

7.5 Proposal Evalutation Criteria ................................................................................................................................................... 44

ADDENDA (INSERTION PAGE) .................................................................................................................................................45

COST PROPOSAL FORM ................................................................................................................................................................... 46

NON-DISCLOSURE AGREEMENT ..................................................................................................................................................... 47

RESPONDENT INFORMATION FORM .............................................................................................................................................. 48

VENDOR REFERENCES FORM .......................................................................................................................................................... 49

SIGNATURE PAGE ............................................................................................................................................................................ 50

CERTIFICATION REGARDING LOBBYING ..................................................................................................................................51

DISCLOSURE OF LOBBYING (SF-LLL) FORM (W/COMPLETION INSTRUCTIONS ............................................................................. 52

DISCLOSURE OF LOBBYING ACTIVITIES FORM ............................................................................................................................... 53

CONFLICT OF INTEREST QUESTIONAIRE ......................................................................................................................................... 54

GOOD FAITH EFFORT (GFE) ............................................................................................................................................................. 57

NOTICE OF INTENT (NOI)................................................................................................................................................................. 58

SUBCONTRACTOR PARTICIPATION DECLARATION FORM (HUB) .................................................................................................. 59

RESIDENCE CERTIFICATION/TAX FORM.......................................................................................................................................... 63

HOUSE BILL 89 VERIFICATION ......................................................................................................................................................... 64

SENATE BILL 252 CERTIFICATION .................................................................................................................................................... 65

RFP AFFIDAVIT ................................................................................................................................................................................. 66

(RFP 23-071/MR) Commissary Services for Jefferson County Sheriff’s Office

PAGE 2 OF 66

PROPOSAL SUBMITTAL CHECKLIST

REQUIRED FORM

The Proposer’s attention is especially called to the items listed below, which must be

submitted in full as part of the proposal.

Proposer:

Please complete this

form and include with

Failure to submit any of the documents listed below as a part of your proposal, or failure proposal submission.

to acknowledge any addendum in writing with your proposal, or submitting a proposal on

any condition, limitation, or provision not officially invited in this Request for Proposal (RFP)

may cause for rejection of the proposal.

Proposer shall check each box indicating compliance.

THE ITEMS ON THE CHECKLIST BELOW MUST BE INCLUDED IN YOUR PROPOSAL SUBMISSION.

Cover sheet identifying the contract/project being proposed, the name and address of the Proposer, the date of

the proposal, and the email address, telephone, and facsimile numbers of Proposer.

An acknowledgment and/or response to each section of the proposal.

Form of business (e.g., corporation, sole proprietorship, partnership); if corporation the date and state of

incorporation.

Identification of three (3) entities for which the Proposer is providing or has provided Commissary and Inmate

Trust Fund Accounting of the type requested, including the name, position, and telephone number of a contact

person at each entity.

Completed and Signed FORM 1295.

Copy of Certificate of Insurance (COI). The COI at a minimum should reflect your firm/company’s general

insurance coverage.

Identification of all legal claims, demands, contracts terminated or lawsuits filed, threatened, or pending against

the Proposer and/or its principal/officers for the last three (3) years, as well as identification of any administrative

actions or warnings taken or issued by any federal, state, or local governmental agency to Proposer and/or its

principals/officers with regard to the provision of the same or similar service as covered by this RFP, or the payment

of monies under the terms of any agreement(s) relating to such services.

One (1) Original and four (4) Response Copies; with all copies to include a Completed Copy of this specifications

packet, in its entirety.

Each Proposer shall ensure that required parts of the response are completed with accuracy and submitted as per the

requirements within this specifications packet, including any addenda.

Failure to return and/or complete all required documentation will result in a response being declared as

non-responsive.

Please read the “Proposal Submittal Checklist” included in this package.

Company

Address

Authorized Representative (Please print)

Authorized Signature

Telephone Number

Fax Number

Title

Date

(RFP 23-071/MR) Commissary Services for Jefferson County Sheriff’s Office

PAGE 3 OF 66

SECTION 1: INTRODUCTION TO PROPOSERS AND GENERAL REQUIREMENTS

This Request for Proposal (RFP) is to receive proposals from qualified firms regarding services for Commissary Services

and Inmate Trust Fund Account Services.

The following items are provided as general information and specifications as required by the Jefferson County

Purchasing Department.

1.1 VENDOR INSTRUCTIONS

Read the document carefully. Follow all instructions. Proposer is responsible for fulfilling all requirements and

specifications. It is imperative

General Requirements apply to all advertised requests for proposals; however, these may be superseded, whole or in

part, by the Scope of Services, Guidelines and Specifications, Requested Responses and Information, or other data

contained herein. Be sure your proposal package is complete.

1.2 GOVERNING LAW

Proposer is advised that these requirements shall be fully governed by the laws of the State of Texas and that Jefferson

County may request and rely on advice, decisions, and opinions of the Attorney General of Texas and the County

Attorney concerning any portion of these requirements.

1.3 AMBIGUITY, CONFLICT, OR OTHER ERRORS IN THE RFP

If Proposer discovers any ambiguity, conflict, discrepancy, omission or other error in the RFP, Proposer shall

immediately notify the County of such error in writing and request modification or clarification of the document.

Modifications will be made by issuing Addenda. Written notice will be given to all parties who have been furnished

with the RFP without divulging the source of the request for the same. If the Proposer fails to notify the County prior

to the date and time fixed for submission of proposals of an error or ambiguity in the RFP known to Proposer, or an

error or ambiguity that reasonably should have been known to Proposer, then Proposer shall not be entitled to

compensation or additional time by reason of the error or ambiguity or its later resolution.

The County may also modify the RFP, no later than 48 hours prior to the date and time fixed for submission of

proposals, by issuance of an Addendum to all parties who have received the RFP. All addenda will be numbered

consecutively, beginning with 1.

1.4 NOTIFICATION OF MOST CURRENT ADDRESS

Firms in receipt of this RFP shall notify Deborah L. Clark, Jefferson County Purchasing Agent, of any address changes,

contact person changes, and/or telephone number changes no later than 48 hours prior to the date and time fixed

for submission of proposals.

1.5 PROPOSAL PREPARATION COST

Cost for developing proposals is entirely the responsibility of Proposers and shall not be charged to Jefferson County.

1.6 SIGNATURE OF PROPOSAL

A transmittal letter, which shall be considered an integral part of the proposal, shall be signed by an individual who is

authorized to bind the Proposer contractually. If the Proposer is a corporation, the legal name of the corporation

shall be provided together with the signature of the officer or officers authorized to sign on behalf of the corporation.

If the Proposer is a partnership, the true name of the firm shall be provided with the signature of the partner or

partners authorized to sign.

If the Proposer is an individual, that individual shall sign. If signature is by an agent, other than an officer of a

corporation or a member of a partnership, a power of attorney or equivalent document must be submitted to the

Jefferson County Purchasing Department prior to the submission of the proposal or with the proposal.

(RFP 23-071/MR) Commissary Services for Jefferson County Sheriff’s Office

PAGE 4 OF 66

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Number	desc	tabulation	Addendum or Notes	Fiscal Year	Buyer	Status
RFP 23-071/MR Specifications (RFP 23-071/MR) Last Updated: 11/22/2023 12:18 PM	Commissary Services for Jefferson County Sheriff's Office		Pre-Proposal Conference December 12, 2023 at 2:00 pm CT at the Jefferson County Correctional Facility located at 5030 Hwy 69 S., Beaumont, Texas 77705.	2023	Mistey Reeves	Proposals due by 11:00 am CT, Wednesday, January 10, 2024

Commissary Services for Jefferson County Sheriff's Office

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