Invitation to Bid: INMATE PHARMACY SERVICES

Date Issued: January 4, 2023

INMATE PHARMACY SERVICES

The intent of these bid specifications is to search for a qualified contract to provide prescription and over the counter medications for inmate patients in the Tuscaloosa County Jail (TCSO).  The Statement of Work Requirements details the exact services required.  You should indicate if your proposal includes or excludes these services. 

Bids shall be accepted until: Tuesday, February 21, 2023, at 9:00am local time, at which point they will be opened and publicly read at the Tuscaloosa County Sheriff’s Office, 714 ½ Greensboro Avenue, Tuscaloosa, AL 35401

The undersigned certifies that he/she has the authority to bind this company in an agreement/contract to supply the commodity or service in accordance with all terms, conditions, and pricing specified.  By signing and submitting this bid, the Vendor acknowledges that they have read, understand and agree to all aspects of the specification and bid requirements as presented without reservation or alteration.  This Bid, if accepted, will constitute an Agreement and Contract with Tuscaloosa County, Alabama, upon approval of Tuscaloosa County Commission.  Prices are firm during this agreement term, unless agreed upon in writing by the County.

 

Company Name                                                                      Authorized Agent (Print)

 

Signature                                                                     Title

 

 
  

 

Address                                                                                   City/State/Zip Code

 

E-mail Address                                                                       Phone Number

 

TUSCALOOSA COUNTY SHERIFF’S OFFICE

Jail Division

Request for Proposal for Prescription, Non-Prescription Drugs and Supplies

BID SPECIFICATIONS

Bid No: Inmate Pharmaceutical

  1. Scope:  Tuscaloosa County Commission is seeking a qualified provider for the Inmate Pharmaceuticals for its Tuscaloosa County Jail facility.  Bids should be from qualified providers with the capabilities to deliver a full range of pharmacy services to the inmate population serviced by Tuscaloosa County Jail. The selected vendor will be required to be properly licensed in the State of Alabama.
  2. Point of Contact:  The Tuscaloosa County Sheriff’s Office Contract Administrator for this proposal will be Chief Deputy Loyd Baker, (205) 469-0800, LBaker@tcsoal.org. All questions concerning this proposal and all questions arising during the term of the proposal award hereunder should be addressed to the Contract Administrator.
  3. Bid Submission: All bid submissions must include the signed Invitation for Bid. Bids will be accepted at the Tuscaloosa County Sheriff’s Office, 714 ½ Greensboro Avenue, Tuscaloosa, AL 35401 until: Tuesday, February 21 AT 9:00am local time.  Bids must be submitted in sealed envelopes with the words Sealed Bid for INMATE PHARMACY SERVICES, prominently displayed on the front of the envelope.  Respondents shall include one (1) original and two (2) copies of the entire bid response.
  4. Late Submittal and Late Modifications: Submittals received after the due date and time will not be considered. Modifications received after the opening date will not be considered. Tuscaloosa County Commission assumes no responsibility for the premature opening of a proposal not properly addressed and identified, and/or delivered to an improper designation.
  5. Rejection or Cancellation of Bids:  Tuscaloosa County Commission reserves the right to act in its best interest in this determinations process, to waive all technicalities, and to select the most responsible and responsive bidder. Tuscaloosa County Commission shall be the sole judge of the bidder’s ability to meet the requirements set forth.  Its decision in determining responsible and responsive bidder(s) will be final. 
  6. Minimum Acceptance Period: Bids shall be valid and may not be withdrawn for a period of 120 days from the date specified for receipt of bids. All expenses involved with the preparation and submission of the bid to Tuscaloosa County Government, or any work performed in connection therewith, is the responsibility of the bidder(s).
  7. Designated Contact:  The awarded Vendor shall appoint a person or persons to act as a primary contact with the County.  This person or back-up shall be readily available during normal work hours by phone or in person and shall be knowledgeable of the terms and procedures involved. 
  8. Taxes: Tuscaloosa County Commission is tax exempt.  It is understood that prices quoted are to be exclusive of Federal taxes (Tuscaloosa County will furnish an exemption certificate as required.) but inclusive of other applicable taxes and fees.  The selected vendor will be responsible for payment of any all taxes and for obtaining any necessary and required licenses/permits required by Federal, State, and local laws regarding pharmacy services.
  9. Open Records Act:  All materials submitted in connection with this bid will be public documents and subject to the Open Records Act and all other laws of the State of Alabama, the United States of America, and the open records policies of Tuscaloosa County Government.  All such materials shall remain the property of Tuscaloosa County and will not be returned to the respondent.
  10. Addendums to Bid:   In the event it becomes necessary to revise any part of these Bid Specifications; any potential bidder who requested the bid specifications will be provided any and all addendums to bid information.
  11. Bid Evaluation:  Any potential bidder or interested party may attend bid opening, committee meeting and/or fiscal court meeting in which bid evaluations take place and selections are completed.  
  12. Timeline:  

Issue Date                                                             1/4/23

Questions Due to County from Bidders:              1/17/23

Answers due to Bidders from County:                  1/27/23

Bids Due                                                                2/21/23 at 9:00am

Bids Opened                                                          2/21/23 at 9:00am

Anticipated Resolution to Commission                 Upon next Commission Meeting

  1. Insurance Requirements:  The Vendor/Contractor shall purchase and maintain insurance with an insurance company licensed to do business in the State of Alabama, at all times during the term of any contract with the County, in full force and effect. Vendor/Contractor shall provide said insurance at its own expense. Such insurance shall be provided and will protect the Vendor/Contractor from claims which may arise out of or result from the Vendor/Contractor’s execution of the work, whether such execution be by himself, his employees, agents, or by anyone for whose acts any of them may be liable. All policies must name the County as an additional insured.  Where applicable, the Tuscaloosa County requires a current and valid certificate or binder showing required insurance coverage as follows:
  • One hundred fifty thousand dollars ($150,000) in employee dishonesty coverage including coverage against theft and misappropriation
  • One million dollars ($1,000,000) in general liability & error and omissions coverage to protect the financial interests of Tuscaloosa County Commission from theft, misappropriation, errors, or omissions by Vendor/Contractor in the performance of these Bid Specifications, Terms and Condition
  1. Bidder Information Session:  Upon the close of the due date, Tuscaloosa County may request a meeting of selected vendors to better understand proposed services.
  2. Minimum Qualifications of Bidder:  Bidders must meet the following minimum qualifications to submit a proposal for services:
    1. Vendor must be in good standing and licensed in the state by all applicable authority to perform pharmacy services.
    2. Vendor must have adequate experience, legal status, finance and credit, to service this account satisfactorily.
    3. Vendor must have been in business for a minimum of 5 years or more, and shall have experience in the provision of pharmaceutical services for an institution such as a correctional facility, nursing home or similar facilities that include the operation of a fully automated pharmacy.
    4. Vendor must be an FDA Repackager or use the services of an FDA Repackager in order to ensure compliance with federal regulations for Correctional Health stock medications.
  3. Background Information:  Tuscaloosa County Jail provides on-site inmate healthcare services to an approximate population of 700 lives per month.  Our average daily population is approximately 700.  The County is looking for a cost effective, correctional based pharmacy to manage pharmaceuticals services which include but not be limited to fill orders, shipping, STAT pharmacy management, therapeutic and generic substitution, reporting and financial performance.

Tuscaloosa County Jail medical services are contracted and staffed with nursing staff 24/7 and a Physician/Provider through Southern Health Partners. You will DIRECTLY CONTRACT with Tuscaloosa County Jail (TCSO) and not through Southern Health Partners.

  1. Key Terms:  Tuscaloosa County Jail uses the following definitions of Key Terms:
    1. Acquisition Cost - The term "Acquisition Cost" or shall mean the Vendor’s Acquisition Cost from their wholesale vendor.
    2. Brand Drug - Single or multisource brand drugs which are classified as a brand drugs, based upon indicators provided by Medi-Span’s National Drug Data File, and denoted in the Multi-Source Code field as “M”, “N”, and “O”.
    3. Generic Drug - A multisource prescription drug, which are classified as generic drugs, whether identified by its chemical, proprietary, or nonproprietary name provided by Medi-Span’s National Drug Data File and denoted in the Multi-Source Code field as “Y”.
    4. Specialty Drugs - Biological products include a wide range of products such as vaccines, blood and blood components, allergenics, somatic cells, gene therapy, tissues, and recombinant therapeutic proteins. Biologics can be composed of sugars, proteins, or nucleic acids or complex combinations of these substances, or may be living entities such as cells and tissues. Biologics are isolated from a variety of natural sources—human, animal, or microorganism.  There are no brand or generic specialty drugs.
    5. Order – An order is a specific request and related dispensing for medication for either a 7, 15 or 30-day supply for each patient inmate.
    6. Over the Counter Drugs – The term “over the counter” drugs shall be all dispensed drugs that are available in the United States and labeled by Medi-Span as an over-the-counter drug and that does not require a prescription but must, under this program, be prescribed by a qualified prescriber and obtained through because a prescription order is issued by the prescriber.
  2. Financial Arrangements:  Tuscaloosa County Commission will be invoiced monthly.  Electronic Invoices will be required. Tuscaloosa County Commission will receive a Master Invoice on a monthly basis. 
    1. Invoices will include the following data:
      1. Site Name/Location
      2. Patient Name
      3. Tuscaloosa County's Inmate Tracking Number
      4. Prescription Number
      5. Prescriber Name
      6. Prescriber NPI
      7. National Drug Code (NDC)
      8. Drug Name
      9. Strength
      10. Unit Quantity
      11. Days’ Supply
      12. Unit Cost
      13. Average Wholesale Price (AWP) Unit Price
      14. Generic Product Indicator (GPI)
      15. Dispensing Fee
      16. Total Amount due by Site Name
    2. Invoices are to be electronically delivered by the 10th of the month, for the previous month’s service.
    3. For all drugs dispensed, the selected Respondent to this proposal will agree to a financial performance guarantee for brand, generic and specialty drugs.  The definitions of those terms are included in section XIX: Key Terms above.  No later than thirty (30) days after the end of the contract term, and every successive term, Respondent will provide a report to TCSO reconciling all drugs dispensed against the financial performance guarantees. 
    4. Please include your fees on a per prescription or stock piece basis.  Your fees should include all of the services described in this proposal.  You must include the services of a pharmacist who will be responsible for a monthly review of all MARs.  The role of the pharmacist will be to interact with prescribers to obtain the lowest cost medication for the disease state of the patient inmate.

 

  1. Workflow and Procedures: The Tuscaloosa County Jail requests the following workflow and procedures be addressed in bid responses.
    1. The current workflow procedures are as follows:
      1. Upon intake, inmates are asked for any medication history within 24 hours of the intake date.
      2. Verification of current prescriptions is made either through the pharmacy or previous provider indicated by the patient.
      3. Any new medication orders are done on a daily basis, with communication to the pharmacy of the needed medication.  This communication is via fax.
      4. Medications are continued if prescription is valid, current, and in line with current patient disposition (treatment plan).
      5. Certain medications are kept on-site as stock, to be used when prescriptions must be started immediately, and until the specific name meds arrive at the facility. We utilize a local pharmacy for STAT medications as well.
      6. Medications are passed twice per day – AM and PM. Medication pass times are 7:15am and 7:15pm, by Tuscaloosa County medical staff.
      7. Medications are provided in multi-dose, patient specific packages. Deliveries of ordered medication are as needed.
      8. On the Pharmacy Provider side – medication orders are reviewed by the Pharmacist for compliance to condition, any other medicine contraindications, generic substitution, and for refill volume. Any suggested changes to meds (for therapeutic or cost-effective substitution) is faxed to the site for communication to the Provider. Prior to being sent to the site, another check for the right medicine to the right patient is made.
      9. A local back up/STAT pharmacy can be used for immediate need medications and may only fill up to a five-day supply.  These Orders are billed as a pass-through cost.
      10. Medications are stored in the med cart(s) provided by the pharmacy provider (3). Medications brought in by patients are stored in the medication carts.
      11. STAT orders for prescriptions over $500 for a five-day supply must be approved by TCSO . These Orders are billed as a pass-through cost.
    2. Respondents will provide monthly pre-printed Medication Administration Records (MARs) for all new orders and for all re-orders on the following month.
    3. Proposer must give a description of their online ordering system so that all prescriptions including controlled substance medications may be transmitted electronically.
    4. In order to protect the jail’s patient health information from a ransomware attack, multi-factor authentication shall be required for all accounts to access the pharmacy online ordering system.
    5. Proposer must give a description of how TCSO is best served by the Vendor regarding research as to any applicable licensure and/or permits which may be required by TCSO  in the provision of services at the site level. Proposer must be an FDA-registered Repackager, or Proposer must use the services of an FDA-registered Repackager in order to ensure compliance with federal regulations for Correctional Health stock medications.
    6. A designee of Proposer will be available for monthly and/or quarterly utilization meeting and/or discussion call with designated TCSO personnel, if requested.
    7. The Proposer shall:
      1. Furnish a barcode order check-in software system or an acceptable alternative to be approved by TCSO and Medical Director.
      2. Prescription oral dose solid medications shall be delivered in multi-dose, patient specific packages in a seven (7) day supply sorted by date and time of administration, in alphabetical or housing unit order as requested by the facility. Prescription packages must be labeled to meet State and Federal labeling requirements.
      3. Packaging shall minimize the waste of medications.
    8. Generic medications, when available, are to be used except where bioequivalence issues have been documented. Generic medications shall be substituted for brand name unless otherwise indicated by physician on a non-formulary request.  The Pharmacy Provider shall ensure availability of generic substitutes and report reasoning for any unavailability and plan and target dates for provision thereof. Substitution of a brand name medication due to the unavailability of a generic substitute will be at the cost of the Pharmacy Provider.
    9. The Pharmacy Provider shall establish a stock supply of commonly utilized medications (OTC’s, legend and controlled substances) for administration to inmates prior to receipt of their actual offender-specific prescription.  Stock medications shall be managed and maintained in a safe and secure environment with a perpetual inventory tracking system, developed by Pharmacy Provider, to ensure accountability. A listing of stock medications shall be approved by the TCSO .
    10. Proposer shall complete Exhibit A with acquisition cost of medication as well as dispensing fee for the most commonly used medications for our facility. (See Exhibit A below)

 

VENDOR INFORMATION SHEET

 

  1. Company Name: ______________________________________________________________________

 

LIST OF REFERENCES

 

  1. ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  2. ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  3. ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  1. Other services offered: ________________________________________________________________________

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

 

BOTH PAGES OF THE BID PRICING SHEET MUST BE SUBMITTED TO BE CONSIDERED A COMPLETE BID

 

 

_____________________________________________                 _____________________________________________

Name (Please Type)                                                                                       Title (Please Type

 

By:_______________________________________________________________________________________________

     Authorized Signature

 

Street Address: ___________________________________________________

City / State / Zip:__________________________________________________

Date: ___________________________________________________________

Phone: (_______) _________________________________________________

 

Bid Form  – Statement of Work Requirements:  INMATE PHARMACY SERVICES

___________________________________________________

Task Required

Included in proposal

Excluded in proposal

List any restrictions you may have in the delivery of these services.

The ability to meet/provide a system for mediations that meet next day on-site delivery for each electronically transmitted and/or signed new prescription order; Weekend on-site delivery; refills delivered on-site prior to due date; and STAT or emergency order through a local pharmacy 24/7 which will be included in the financial performance guarantees

 

 

 

Secure and timely delivery of prescription or over the counter drugs used for these services

 

 

 

Provide pharmacy service inspections, drug utilization reviews, alternative medication suggestions, quarterly meetings, training/education for nursing and provider staff

 

 

 

Provide 24-hour access to a pharmacist licensed in Alabama

 

 

 

Provide a system for recording all patient data (DOB, Allergies, etc.) necessary to provide the prescription to the pharmacy

 

 

 

Develop a formulary for pharmaceuticals and OTC products and shall coordinate it with the use of approved nursing protocols for minor, self-limiting illnesses among the offender population.

 

 

 

Provide prescriptions consistent with the available formulary as well as a system for non-formulary medication orders

 

 

 

Provide notifications of contraindications, drug interactions, drug allergy or incorrect dose issued

 

 

 

Provide for a reputable distributor who can destroy narcotics for the facility on an as needed basis

 

 

 

Provide a registered pharmacist to conduct a quarterly facility audit and quality improvement review in person, if requested.  The audit document used by the Pharmacy Provider must be consistent with the accreditation requirements established by the National Commission on Correctional Health Care (NCCHC). The audit format must be approved by TCSO.

 

 

 

Generate and maintain Medical Administration Records (MARs) to for all inmates at all contracted TCSO facilities. The Vendor must generate a MAR for all newly committed inmates, as identified by the health services staff.

 

 

 

Provide an online ordering system so that all prescriptions including controlled substance medications may be transmitted electronically.

 

 

 

In order to protect the jail’s patient health information from a ransomware attach, multi-factor authentication shall be required for all accounts to access the pharmacy online ordering system.

 

 

 

Pharmacy vendor must be an FDA-registered repackager, or use the services of an FDA-registered repackager in order to ensure compliance with federal regulations for Correctional Health Stock Medications.

 

 

 

 

A.            Company Name: ____________________________________________________________

                                General history and description of company:

                                Number of employees: ____________

 

                                Number of years in business: _______________

 

                                Number of years in correctional market: ____________

 

                                Physical office location: _______________________

                               

                                Parent company (if any): ________________________

                               

B. Designated Contact Information

 

Name: ___________________________________

 

Title: ____________________________________

 

Telephone: _______________________________

 

Email: ___________________________________

 

                

Exhibit A

 

Drug Name/Drug Strength               Qty.                 Acquisition Cost             Dispensing Fee

Amoxicillin 500mg

Cephalexin 500mg

Bactrim DS 800-160mg

Ibuprofen 800mg

Omeprazole 40mg

Buspar 10mg

Setraline 50mg

Cogentin 1mg

Lisinopril 10mg

Norvasc 5mg    

Tylenol 325mg

Regular Human Insulin 100units/10ml

Insulin Glargine 100units/ml

 

 

ANSWERS TO PROPOSERS QUESTIONS PHARMACY RFP

 

Can quantities be added to the pricing addendum for each medication so that all potential vendors will be pricing the same quantity for all medications?

No. The specifications for proposals are described in the RFP.

Would Tuscaloosa County please provide one month’s invoicing for drug utilization review

purposes to allow all firms to submit the most competitive pricing?

No. The specifications for proposals are described in the RFP.

What is the current pharmacy pricing model and the rates associated with this model?

The specifications for proposals are described in the RFP.

What is the current credit policy at Tuscaloosa County?

Please define your use of the term “credit policy” as it specifically applies to this RFP. 

What is the current cut-off time for all orders for your facilities?

Next business day delivery cut off time is 3 PM the previous day.

Who is the current pHarmacy provider at Tuscaloosa County?

IHS

Question #1 FDA Repackager

Page 2, Section XV. Minimum Qualifications of Bidder, item d. states “Vendor must be an FDA Repackager in order to ensure compliance with federal regulations for Correctional Health stock medications.”

  • Does the County require vendors to submit proof of FDA registration as a repackager or proof of a subcontractor’s registration as a repackager with their proposal response to be considered for an award?
  • A vendor is welcome to submit proof of this registration with their proposal, however, the County will accept the bid so long as the proposal represents this status.  During the contract process this will be confirmed and any false representations within the proposal would certainly be grounds for disqualifying that vendor/that proposal. 

Question #2

Page 3, Section XVIII indicates the information required on monthly invoices. Part of the requirement is the AWP price. In Section XVII, the ITB defines AAC pricing and makes no mention of AWP.

  • Please clarify if pricing is to be based on a discount to AWP or AAC plus a dispensing fee model.
  • AAC plus dispensing fee.
  • What is the current dispensing fee and percentage markups invoiced to TCJ monthly? You need to get this from HIS, our current pharmaceutical provider.
  • With the presumption that current invoices are provided to TCJ as described in Section XVIII; can you please provide your complete invoices from October and November 2022 (with patient names redacted) as an addendum to the ITB so that all potential bidders can assess current medication utilization in determining an accurate and competitive pricing response to your solicitation? No, the specifications are described in the RFP.

Question #3

Page 3, Section XVIII.C states, “For all drugs dispensed, the selected Respondent to this proposal will agree to a financial performance guarantee for brand, generic and specialty drugs. The definitions of those terms are included in section XIX: Key Terms above.”

  • Can the specific financial performance guarantees please be clarified as they do not appear to be detailed in Section XIX?

Specific financial performance guarantee are not an industry specific terms and would carry their generally accepted definitions in this context. 

  • Are performance guarantees one in the same as liquidated damages?

No

Question #4

Page 3, Section XVIII.D states, “You must include the services of a pharmacist who will be responsible for a monthly review of all MARs.” Although required monthly to comply with CMS requirements for skilled nursing facilities, this is a requirement not typically seen at correctional facilities or required in NCCHC or ACA standards. To learn more about this requirement:

  • Can TCJ provide an example, with patient names redacted, of your September and October 2022 actual pharmacist report of their monthly MAR reviews to benchmark those services for potential bidders?

Some specifications in this bid describe services not currently being provided. We are stating our requirements for the new services.

  • What is the current monthly fee for this review service? See above

How long is the pharmacist onsite to conduct these reviews; or are the reviews done remotely? Some specifications in this bid describe services not currently being provided. We are stating our requirements for the new services.

Question #5

Page 3, Section XIX.A.iii appears to imply that medication orders are faxed to the pharmacy provider.

  • Can details please be provided regarding the current process of order transmission to the pharmacy?

All medication orders are currently faxed to the Pharmacy.

Next business day delivery cut off time is 3 PM the previous day.

  • What is the medication order cut off time for next business day delivery?
  • Next business day delivery cut off time is 3 PM the previous day.

Question #6

Page 3, Section XIX.F states, “A designee of Proposer will be available for monthly and/or quarterly utilization meeting and/or discussion call with designated TCSO personnel, if requested.”

  • For CY 2022, what has been the frequency of meetings as stipulated in the ITB requirement?

Some specifications in this bid describe services not currently being provided. We are stating our requirements for the new services.

  • Are meetings to be attended in person; or, is virtual participation acceptable?

Virtual is acceptable

Question #7

Page 4, Section XIX.J states, “Proposer shall complete Exhibit A with acquisition cost of medication as well as dispensing fee for the most commonly used medications for our facility.” Exhibit A contains only 13 medications of the likely dozens of individual medications dispensed monthly to TCJ; and therefore, likely  may not clearly differentiate a potential bidder’s value as they can easily low-ball pricing for these few medications.

  • Instead of requiring pricing for only 13 medications, would TCJ consider providing utilization from your entire October 2022 actual pharmacy invoice in an excel format excluding all information except medication name and quantity per line item. From there bidders can add their AAC and dispensing fees to actual utilization data for TCJ to have a much more detailed assessment of potential bidder’s medication AAC and dispensing fees on a larger sampling of all medications.No, the specifications listed are what is required.

Question #8

Use of true unit dose blister card packaging permits the return and reclamation of medications by correctional pharmacy providers. A significant cost benefit available with the use of perforated strip packaging and baggies.

  • Is TCJ open to discussion regarding an alternative packaging solution using unit-dose blister cards instead of multi-dose baggies to decrease waste while also permitting for credit on unused medications which is permitted by Alabama statute?

No, the specifications listed are what is required While TCJ is open to discussions of possible changes, any vendor that chooses to offer a proposal should conform to the specific terms and conditions contained within the RFP.  Any deviations from this will not be considered in the award in order to provide an open and level process for all vendors. 

  • Additionally, are any controlled substance medications dispensed in baggies?

All controlled substances are currently issued in “Patient specific” cards.

Librium is often “STOCK” until patient specific can be ordered and delivered.

Question #9

  • To provide a meaningful response to the RFP,  it would be helpful to know in order of importance the top three goals/ solutions/improvements Tuscaloosa County Jail (TCJ) is seeking in publishing a  solicitation at this time.  We listed the specifications in the RFP.
  • What are the  top three goals in publishing a solicitation at this time that TCJ wishes to achieve? See Above

Question #10

To best understand the perspective of everyone on the evaluation committee, can you please share the name and title of each person that will be involved in the selection process? Not at this time.

  • Will a final decision be made by the evaluation committee, or will the committee provide a recommendation to a final decision maker?The Tuscaloosa County Commission will make the final decision.
  • If so, who is the final decision maker regarding an award? See above

Question #11

Do you feel the current levels of formulary support, enforcement, and cost-avoidance is adequate? The specifications are described in the RFP.

  • If not, what would improvement look like in these areas?The specifications are listed in the RFP.

Question #12

  • Do you feel the current level of clinical services and access to a clinical pharmacist is adequate?

The specifications are described in the RFP.

  • If not, what would improvement look like in these areas?

The specifications are described in the RFP.

Question #13

  • Do you feel the current level of pharmacy communication and responsiveness is adequate?

The specifications are described in the RFP.

  • If not, what would improvement look like in these areas?

The specifications are described in the RFP.

Question #14

  • What, if any, are the current struggles in the provision of pharmacy services at TCJ to your level of expectation and needs?

The specifications are described in the RFP.

  • If you could change something in how pharmacy services are provided at TCJ, what would that change or those changes be?
  • *** The specifications are described in the RFP.

Question #15 – Rx/month

  • What is the average number of prescriptions filled per month for the past 12 months?

The specifications for this proposal are included in the RFP.  Any information as to the amounts of dispensed medications in the past would not be relevant for these purposes as there is no pattern to the number of inmates at any given time in the future nor to the specific medical needs of those inmates at any given time. 

Question #16 – Credit

  • Do you currently receive credit for returned medications in multi-dose baggies that directly lowers your pharmacy program costs?

Answer must come from IHS

Question #17

Who is the current 340B covered entity that TCJ works with to obtain cost savings on HIV and other costly medications?

            That information is unknown and specific to the current vendor. 

Question #18 - eMAR

In your last procurement from 2019, you stated that the County was in the process of implementing an eMAR system—Red Care—provided by IHS Pharmacy at TCJ. However, page 3, section XIX. Workflow and Procedures item b. requires respondents to provide paper MAR’s for all new orders and for all re-orders on the following month.

  • Is Red Care still in place? The eMar system is not in place. 
  • If not, what system do you currently use for eMAR purposes? We are on paper
  • Or, does TCJ not use an eMAR system at all? The eMar system is not in place.

Question #19 - EHR/EMR

Does TCJ currently use an electronic health record (EHR)/electronic medical record (EMR) system?  No

  • If so, what is the name of the system? N/A
  • If so, is the system also used for prescription order entry and eMAR purposes? N/A

Question #20 - Intent to Award Notification

Companies submitting a proposal are not typically alerted to the scoring and evaluator notes until after a contract is approved and signed.  This leaves no option to respondents to clarify items that may have been misinterpreted or overlooked during the evaluation process.

  • Will  TCJ provide an email response (or other notice) of your intent to award along with evaluator scoring and evaluator notes ahead of awarding a contract for bidders to review? No

Question #21 - Additional Questions

  • Will there be an opportunity to ask more questions, for clarification purposes, in the event responses to submitted questions are unclear.

Clarification questions will be considered as appropriate and on a case by case basis.  Those questions must be submitted prior to Tuesday, January 31st and must relate directly to an answer provided to a previously submitted question.  No new topics will be considered.  Vendors should expect that clarification questions will not be answered, however, in the case where the County deems it appropriate in the interest of fairness and openness to provide an answer to a clarification question it may do so.  Any answers to clarification questions will be placed on the website/emailed to anyone on the RFP contact list.

 

 

 

 

 

COMMISSARY RFP

TUSCALOOSA COUNTY SHERIFF’S OFFICE

Specifications for Inmate Commissary Services

INTRODUCTION

            Through this Request for Proposal (RFP), the Tuscaloosa County Sheriff’s Office, hereinafter referred to as the County, respectfully requests proposals from responsible and qualified firms for a fully operational, flexible, secure, and reliable inmate commissary system. The provision of inmate commissary services and the quality/reliability of service are a high priority. Firms who submit a response to this Request for Proposal (RFP) shall be responsible for submitting technical solutions based on their programs that meet or exceed the goals and objectives set-forth herein.

The initial agreement, issued as a result of this RFP, will be for a period of thirty-six (36) months, beginning approximately February 1, 2023, to and including January 31, 2026.

The RFP documents may be reviewed and/or printed from the Tuscaloosa County Sheriff’s Office website at https://www.tcsoal.org/resources/bids. RFP documents only be accessed from the above-mentioned website. While the RFP documents are available electronically, Tuscaloosa County cannot accept electronic proposal responses.

SECTION A

  1. General Requirements

It is the intent of these specifications to obtain proposals from qualified vendors to provide commissary services to the inmates at the Tuscaloosa County Jail.

      Tuscaloosa County Jail

      1600 26th Avenue

      Tuscaloosa, Alabama 35401

Any item not specifically mentioned but necessary for the delivery and operation of the proposed services shall be included in this proposal.  These specifications and requirements should be in sufficient detail to secure proposals on comparable services.

The requirements listed herein should be met by all offeror’s proposals.  In instances where the proposal differs from these requirements, offeror shall note the difference and describe in detail how their proposal will meet the County’s needs without including this specific requirement.  Failure to meet these requirements may be cause for rejection of the vendor’s proposal at the County’s discretion.

  1. Definitions

For the purpose of this RFP;

  1. “Vendor” and “Offeror” refer to the provider of equipment and services. 
  2. The word “County” will refer to Tuscaloosa County. 
  3. The “Services” will be referred to as the Inmate Commissary Services.
  4. RFP Submission

Each Vendor must prepare a written response.  Proposal shall be formatted consistent with the specific sections and numbered paragraphs and must respond to each on an individual basis.  Failure to address any item shall be interpreted as non-compliance.  Vendors must respond to all paragraphs and submit the following:

Letter of transmittal

Vendor Qualifications and Experience

Summary of Compliance with Technical Requirements

One (1) original and (1) copy of the RFP response must be sent to the above address.

A letter of transmittal must be attached to the proposal.  Included in the letter shall be a statement that identifies all materials and enclosures being forwarded in the proposal.  The letter of transmittal must be signed by the person who is authorized to contractually commit the Vendor’s organization.

Proposals not received by Tuesday, January 10, 2023 at 9:00 a.m. will be automatically disqualified from consideration and sent back to the Vendor unopened.  Each proposal should have the proposal marked “Inmate Commissary Services,” on the outside of the package and should be sealed.  Original proposal must be clearly marked “Original” and contain all original signatures.

  1. Vendor Inquiries

If additions, deletions, modifications, or clarifications to the RFP become necessary, the changes will be noted by written addendum to the Vendors.  Nothing presented orally during Vendor inquiries will modify or alter the specifications.  These changes will be noted in writing on the website and transmitted via electronic mail to any vendors or individuals that have requested being contacted.  The contact will only go to the below noted contact individual representing each vendor and vendors are specifically advised to notify Chief Loyd Baker at Lbaker@tcsoal.org if they are interested in bidding or the process in order to be notified of any changes directly. 

The Vendor shall identify a contact person who will be responsible for coordinating the efforts and personnel of all parties involved in the response, to include, but not be limited to, oral presentations, demonstrations, site visits and responses to requests for clarification, if any, and must provide the following:

      Name:

      Organization:

      Address:

      E-Mail Address:

      (Area Code) Telephone Number; Office and Cell

 

  1. Basis of Award

The County will review all responses to ensure compliance with the specifications.  Vendor may be excluded from further consideration for failure to comply with the specifications of the RFP.

Inmate Commissary Services is vital to the Sheriff’s Office; the Sheriff prefers a Vendor that develops their own software and builds its own systems utilizing technology.  It is our preference to work with a company that is the source for engineering and deploying its own solutions including collect and debit, staff support and in-house product development.  Vendor’s ability to provide this all-inclusive solution will be viewed favorably by the Sheriff.

The Sheriff expressly reserves the right, in its sole judgment, to accept or reject any or all proposals, with or without cause, modify, alter, waive any technicalities or provisions, or to accept the proposal which, in its sole judgment, is determined to be the best evaluated offer, taking into consideration the relative importance of commissions offered and other evaluation factors set forth in the RFP.  Therefore, in selecting a vendor, the Sheriff will not rely exclusively on commission offering in awarding a contract.

The contents of this solicitation and the Vendor’s response, when submitted to and accepted by the County, shall become an integral part of any contract agreed upon between the Vendor and the County.

 

To ensure specified performance of the proposed system, the County reserves the right to require a Vendor(s) to demonstrate the system and any features specified in this RFP.

The Proposal will be evaluated with regards to the following criteria factors:

  • Demonstrated ability to meet the technical requirements, based upon the RFP responses and information provided by similar facilities in which the vendor has their system installed.
  • Vendor experience, technology offering, account support team, maintenance, and current customer references.
  • Financial proposal and Commission Rate Offered
  • Proposed project plan, scheduling, and implementation with minimal interruption of service.
  • Overall benefit to the County and the Tuscaloosa County Jail Facility.
  1. Contract Term

The contract will be for a period of three (3) years. 

  1. Termination

Unless otherwise noted herein, the obligation to provide further service under the terms of the resulting agreement may be terminated by the County upon sixty (60) days written notice in the event of a non-curable material breach or thirty (30) days after a notification of a curable breach and failure to cure said breach, by the successful offeror to perform in accordance with the terms hereof, or any contract resulting from this RFP.  In the event that Tuscaloosa County chooses to discontinue this contract either by termination or not extending the contract the offeror warrants that it will remove all its equipment from the facilities without charge.  Service and equipment will not be removed until another Vendor has been acquired.  The removal of equipment and disconnecting of service process will occur during the implementation of the new system with minimal interruption of service to this facility.  It will be necessary that the incumbent vendor cooperate with the new vendor during the implementation of the new system.

If either party defaults in the performance of any obligation under this Agreement, then the non-defaulting party shall give the defaulting party written notice of its default setting forth with specificity the nature of the default.  If the defaulting party fails to cure its default within 30 days after receipt of the notice of default, then the non-defaulting party shall have the right to immediately terminate this Agreement and pursue all other remedies available to the non-defaulting party, either at law or in equity.

  1. Damage and Repair Liability

The County will have no liability to the Vendor for fraud, theft, vandalism / damage or loss of the Vendor’s equipment inflicted by the inmates or the public.  All costs associated with the repair will be the responsibility of the vendor.

Vendor warrants that all repairs will be made at its expense.  Offerors shall make all reasonable efforts to ensure that all equipment associated with commissary services are operational and repaired as quickly as possible.

  1. Installation & Removal

The Vendor will be responsible for all costs of installation or removal throughout the term of the contract.

The Vendor will be required to furnish and install equipment and any other item necessary to make this service functional.  The incumbent vendor will remove all equipment from the County facilities without charge.

  1. Present Tuscaloosa County Inmate Commissary Services

Kimble Commissary Service is the current commissary provider for the Tuscaloosa County Jail.     

  1. Miscellaneous Requirements

The County will not be liable for any of the cost incurred in preparation and presentation of the response.

Any materials submitted by the Vendor that is considered confidential in nature must be clearly marked as such.  Due to applicable laws and regulations concerning public documents, the County makes no representation that such material will be kept confidential.

  1. Insurance

Bidder shall provide Tuscaloosa County with Certificate of Insurance, both Workman’s Compensation Insurance and General Liability Insurance coverage for work at the various county facilities with limits of not less than $100,000 / $300,000 / $100,000 with excess umbrella liability of $1,000,000.  Successful vendor must submit copies of insurance certificates to the County before any work can be started.

  1. Financial Stability

Bidder shall provide Tuscaloosa County with financial statements, including statements of operations, balance sheets, and statements of cash flows for the last two fiscal years.

SECTION B VENDOR QUALIFICATIONS & EXPERIENCE, TECHNICAL REQUIREMENTS

  1. Experience

Vendor shall be experienced in providing commissary services.  Vendor should provide an overview of their firm, including years and nature of experience in providing commissary services.

  1. References

Provide three customer references of accounts similar in size and scope to Tuscaloosa County.

  1. Patent & Copyrights

The Vendor will hold harmless the County, its officer, and employees against all claims that machines or software supplied infringe a U.S. patent or copyright.  The Vendor further asserts that the equipment and software proposed does not infringe on any U.S. patent or copyright.

  1. Please describe all Vendor Patents your company holds or has developed

Please supply patent information for proposed equipment or software, where applicable to the inmate Commissary Services.

  1. General Requirements
  2. Vendor software must be compatible with the facility JMS (Jail Management System), and the facility tablets and phone service (Securus), to provide quicker entry of data.
  3. The software used must be able to deduct the purchase from the inmate’s trust fund account electronically.   
  4. Vendor shall provide a full inmate fund accounting system, the ability for funds to be placed on an inmate’s account via a secure website, phone, and detention facility kiosks, lobby kiosks, and booking kiosks (in main detention facility and any substation facilities).
  5. All vendors must provide technology, free of charge, to the Jail, which allows family members and friends to deposit funds into an inmate’s account by these three methods at a minimum. (Any other methods available should be described as well.)
    1. Secure Website (credit/debit card, electronic check)
    2. Toll-free number/call center available 24 hours per day (credit/debit card, electronic check)
    3. Lobby kiosk (cash or credit/debit card) in main facility
  6. All deposit methods must be linked with the vendor’s software so that the deposits are transferred on a real-time basis electronically to the inmate’s account.
  7. Commissary orders must be deducted from the inmate accounts and commissary credits must be posted to the inmate accounts in real-time.
  8. The accounting system must have the ability to merge inmate accounts, to include the transaction and debt history, in the event that an inmate has two accounts.
  9. Vendors must describe how inmate information can be manually added/updated in the event of an inmate release if the Jail Management system connectivity is interrupted.
  10. An inmate commissary account must be established or reactivated upon booking into the facility and populated with the refreshed information available through the Jail Management system
  11. Direct debit vending (cashless/cardless) for inmates must be provided at no cost to the County.
  12. Offered software must be cloud based, server must be offsite, and all deposit service software must be owned and supported by the vendor.
  13. Technical support must be provided, at no additional charge, by the Vendor’s dedicated technical staff, 24 hours per day, and 365 days per year via a toll-free phone line.
  14. The system must limit inmate commissary purchases based upon the balance available in the inmate’s account, dietary restrictions, classification, current jail policies (if applicable), and/or housing assignment.
  15. The system must be able to provide inmate history upon termination of the contract.
  16. Vendor will supply a listing of all items available for sale to inmates.  This list must be amendable by facility administrators and staff.  Tuscaloosa County Jail Staff shall have full decision making authority as to the exclusion of certain items.  Such exclusion will only be made with a reasonable basis informing the decision and vendor shall be notified of said reasoning should there be no security issue with providing that information.
  17. The Contractor agrees, in the event of a request for adjustment in any contract unit price, the

Contractor shall notify the Jail in writing of the upward adjustment in any of the contract unit

prices and the effective date with documentation justifying said increase within thirty (30) days.

  1. Must provide fully integrated trust fund management system which allows facility to balance accounts daily to the penny
  2. Vendor must be capable of passing out all inmate orders.
  3. Commissary orders are to be delivered in tamper proof sealed clear plastic bags with

two (2) copies of the order receipt sealed within the bag. The receipt should contain the

following information:

• Inmate Name

• Inmate Location

• Inmate ID#

• Date of Order

• Item, Item Code and quantity ordered

• Price of item and extended price

• Total of Order and sales tax if applicable

• Balance of account after the order

• Signature line for Inmate

• Delivered by line and date line for commissary personnel

  1. It shall be the responsibility of the vendor that employees and or agents of the vendor having access to the Tuscaloosa County Jail must successfully pass a regular background check.  A record of these checks must be kept on file by the vendor for inspection by the facility administrator or sheriff on request.  Tuscaloosa County Jail Staff shall have final decision making authority as to who enters or remains within the facility.  Such permission of entry shall not be withheld unreasonably. 
  2. Vendor must provide the County the option to install, monitor, and maintain a self-service mini-market in the Jail employee breakroom, at no cost to the Jail, for employees to purchase prepared food, beverages, and snacks. The mini-market shall be stocked weekly with customizable selections to include fresh and healthy options as well as traditional favorites.
  3. The vendor is to submit the proposed price list, items, package size and brand name of each product proposed for sale.

 

  1. Personal Identification NumberThe proposed system shall utilize Personal Identification Numbers (PIN) for the inmates supplied by the facility JMS.  Describe your system’s use of PIN’s. What is the minimum and maximum number of digits used in a PIN?

 

  1. System Security

 

  1. The proposed system must be programmed for auto shut off at times designated by the county.
  2. The county personnel must be able to manually shut down the system in case of an emergency.
  3. The proposed system shall be password protected to permit only appropriate facility personnel access to the system.

 

  1. Reports

 

  1. The Vendor shall supply the capability for the facility to view and track call activity, commission information, and facility service requests.
  2. Vendor shall supply monthly revenue reports.
  3. Vendor shall attach samples of standard reports.
  4. Vendor will supply a list of all items available for sale.
  5. Service & Maintenance
  6. Vendor shall provide 24-hour, toll-free service number.
  7. Vendor shall address all major service outages within three (3) hours.
  8. Vendor shall provide service policies and procedures as an attachment to this proposal.
  9. Describe the maintenance and quality assurance programs for equipment to be installed.
  10. Detail equipment installation charges, if any.
  11. Describe the maintenance and quality assurance programs for equipment to be installed.
  12. Detail the method of determining service interruptions and service call priorities.  List response time for each priority and the level of expertise devoted to each priority.
  13. Vendor must maintain a backup Service Center that can support inmate orders in the case of natural emergency (i.e. Weather) so there is no interruption in services.
  14. Provide a contact person who will be responsible for ongoing account management and support.
  15. List the service office responsible for the facility.
  16. Installation
  17. This installation is to be completed within sixty (60) days after award of the contract.
  18. A bidder shall submit a complete and detailed schedule of the time frame required for installation, utility coordination, training, cut over and testing.  The system must be installed in a manner and under a time frame designed to minimize disruption of the normal functioning of the facility.
  19. If the schedule cannot be met within the 60 days stated above, contractor must propose an installation schedule of events.  Failure to state installation time in the bid will obligate the contractor to complete installation as required in the bid.  Extended installation time may be considered when in the best interest of the County.
  20. Any delay in the implementation of the contractors’ schedule that is caused by the County will increase the contractor’s time allowance to complete installation, but the contractor must submit a complete and detailed schedule of additional time required.
  21. The risk of loss and or damage will be assumed by the contractor during shipment, unloading and installation.
  22. Training
  23. Vendor shall provide onsite training to the Tuscaloosa County staff in system administration, operation, and reporting.
  24. Describe training program; include description of course and any applicable documents.
  25. Equipment
  26. The proposed system must be able to utilize the current PCs that are available at the County without the need for additional PCs.
  27. The proposed system software shall be based on security level and password protected.
  28. All vendor equipment shall comply with FCC regulations
  29. The proposed equipment and system shall be scalable to meet the County’s growing needs.
  30. Vendor equipment shall include a backup power supply
  31. Disclose, with percentages clearly shown, what work is or will be subcontracted, and what work is or will be performed by the Vendor’s employees.
  32. Indicate your systems ability to be monitored from any PCs with proper access permissions.

 

SECTION C: FEES, RATES & FACILITY COMMISSIONS

  1. Fees, Rates & Commission
  2. The vendor shall be responsible for any and all billing disputes, claims, or liabilities that may arise in regard to the provisions of this contract.
  3. Under no circumstances will the commission rate be adjusted lower than the rate agreed to at contract award, nor will the county be obligated to renegotiate any portion of this contract because of an increase to the commission rate.

 

  1. Commission Structure

Please provide information on the commission structure.  Include the following within your response:

  1. What is the percentage of commission you will pay Tuscaloosa County? Failure to state proposed commission percentage will result in rejection of proposal.  Commission percentage must be placed on included bid sheet.
  2. Explain in detail the method used to calculate revenue to the County (e.g., gross revenue, adjusted gross revenue, net revenue.)
  3. Method of reporting the calculation of the County’s commission payment.
    1. Provide samples of proposed reports.
    2. Is there a charge for customized reports?
    3. If yes, provide amounts.
  4. Describe collection procedures.
    1. The County will reserve the right to: audit collection procedures and commission computations and to terminate the contract if repeated inaccuracies in either procedures or computations are revealed.
    2. What types of reports are available to Tuscaloosa County to audit commission payments? Provide samples of reports.
  5. Describe the procedure for handling uncollectible revenue.  State whether this expense reduces County commission and, if so, specify in what manner.
  6. Describe the procedure for billing.
    1. Describe your billing process and who handles billing.
    2. Will there be any handling fees charged to the County?
    3. Are there any deductions from revenues?

CIII.    Award of Contract

  1. If two or more bids received are for the same commission structures and amounts, quality, experience, product offering, and service being equal, the preference shall be given to a local bidder.

CIV.    Questions

            All questions related to this RFP must be directed to the attention of Chief Deputy Loyd Baker, Jail Administrator, 1600 26th Avenue, Tuscaloosa, Alabama 35401. 205-469-0800, Lbaker@tcsoal.org. All questions must be in writing and responses will be shared with all potential respondents, as appropriate.

 

TIMELINE  (Dates subject to change as necessary)

 

Invitation to Bid Announcement

November 29, 2022

Optional Pre-Bid Conference

December 14, 2022

Written Questions Deadline

December 21, 2022

Written Answers Provided

December 30, 2022

BIDS DUE

January 10, 2023

Bid Opening

January 10, 2023

Bid Award (Subject to County Commission Approval)

TBD

 

Questions from bidders:

  • Will we need to provide staff onsite to deliver commissary to the offenders? Yes
  • How many days a week will we need staff onsite? One
  • What hours will commissary staff work? Wednesday morning until commissary is given out.
  • What equipment is provided by current vendor, besides lobby and booking kiosks? Mini-market
  • Can you explain debit vending for inmates? Inmates can buy items using their commissary account money. Money on their books.
  • Can you provide current items sold in micro market? Salads, sandwiches, wings, snacks, drinks, candy bars, chips, etc.
  1. Are laundry carts being utilized for delivery? Carts are used
  2. Is network provided by facility or contractor? By our IT dept
  3. Who would manage the ITF (the County or the Vendor)?  We do
  4. What other functions does the current vendor provide for the county? Mini-market for the employees
  5. How many checks are issued, on average, per month? Approx. 20-50
  6. Are items for the hot cart (Canteen) pre-ordered or live point of sale? Canteen is handled in house, not by the vendor
  7. Inmate Debit Card Release-
    1. Does county utilize NUMI or Rapid Release? NUMI
    2. How many card scanners would be required? Two
  8. What are the contents in the indigent kits? We make those in house. We don’t charge for them.
    1. How many indigent kits are being issued monthly? N/A
    2. Would the facility be interested in allowing the inmates to purchase individual indigent items vs kits?  NO
    3. What is the cost for each indigent kit? N/A
    4. What is the inmate charged (if different)? NONE
    5. How many cash deposit transactions were made over the past 12 months? Not sure
    6. How many web deposit transactions were made over the past 12 months? Not sure
  9. Please provide a current copy of the fee schedule: cash is flat $3 fee. $5 online. No charge for money order
  10. Is there a cap on the fee amount? Flat fees
  11. Section B:15- Vendor will supply a listing of all items available for sale to inmates. This list must be amendable by facility administrators and staff. Tuscaloosa County Jail Staff shall have full decision making authority as to the exclusion of certain items.   Would the county provide examples of items that have been excluded in the past? Sure
  12. Are microwave ovens being utilized in each POD?  NO
    1. If so how many microwaves are at the jail? N/A
    2. If not, would the county consider the vendor providing microwaves for inmate use? NO
    • Please provide the Inmate Phone Service Point of Contact? Securus  Jeffery Poole is onsite contact.
    • What have been the total inmate commissary sales (minus non-commission items and phone sales)? Total was around $57,700 for nov - dec
    • What is the ADP?  During the week of food service operation it was averaging 700 meals per period.
    • Section B:15- Vendor will supply a listing of all items available for sale to inmates. This list must be amendable by facility administrators and staff. Tuscaloosa County Jail Staff shall have full decision making authority as to the exclusion of certain items.   Would the county provide examples of items that have been excluded in the past? OTC meds were excluded in the past but now are available in limited supply.
    • What other vendors have expressed interest in bidding the commissary? Kimbles, Keefe, Tiger, and Summit

RFP RESULTS:

The proposals for Inmate Commissary Services for the Tuscaloosa County Jail were opened on January 10, 2023. Three proposals came in from the following vendors: Summit, Keefe and Kimble’s.

The proposals were evaluated based on the specifications required of the vendors. The RFP states, “The Proposal will be evaluated with regards to the following criteria factors:”

  • Demonstrated ability to meet the technical requirements, based upon the RFP responses and information provided by similar facilities in which the vendor has their system installed.

***All three bidders seem to be able to meet the technical requirement based on the RFP

  • Vendor experience, technology offering, account support team, maintenance, and current customer references.

***All three bidders are well established in the correctional food/commissary business.

  • Financial proposal and Commission Rate Offered

***Commission rates offered to Tuscaloosa Co Sheriff’s Office

Summit 37%               Kimble’s 52.5%          Keefe 52.5%

  • Proposed project plan, scheduling, and implementation with minimal interruption of service.

***Kimble is already installed and operating. No disruption will occur.

  • Overall benefit to the County and the Tuscaloosa County Jail Facility.

***With commission between Kimble and Keefe being equal, there is no benefit to the County to switch companies at this time. Inmate prices for commissary items were generally lower with Kimble’s. Employee prices for Mini-market items were generally lower with Kimble’s.

Based on the results of the RFP and the information shared here, the Tuscaloosa County Commission awarded the Inmate Commissary Services contract to Kimble’s.

 

 

November 18, 2022

Bid Reference: Jail Cell Door Replacement

To Whom It May Concern:

ADVERTISEMENT FOR BIDS

            Sealed proposals will be received by the Tuscaloosa County Sheriff’s Office at “714 ½ Greensboro Avenue, Tuscaloosa, Alabama 35401” until 9:00 a.m. CST January 10, 2023, for the “Jail Cell Door Replacement” at which time and place they will be publicly opened and read.  Bids may be submitted via mail, in person, or via electronic submission as detailed in this advertisement.  All bids must be sealed.  The words “BID” and “Jail Cell Door Replacement” along with the date and time of the bid must appear on the outside of the envelope.   

            The project includes:

Part 1 - Remove (8) existing swing cell doors & locks and replace with 24 volt “kick-open” slider doors with two window lites. Eight (8) (each) sliding door device consist of the following:

• 3-point locking

• Limit switch monitors position of drop bar. Secure indication given only when drop bar is fully engaged in locked position.

• Electric unlocking with heavy duty, drop bar motor

• Automatic locking when door is moved to fully opened or closed position

• Device exceeds the ASTM F1643 testing

• Device can be upgradable to a fully driven device

Part 2 - Remove (2) existing swing cell doors and locks and replace with hollow metal detention doors with surface mounted, high security, tamper resistant locks. (Ex. “The Wedge,” “Defender,” or similar type locking mechanism with equal or greater strength, security and tamper resistant quality)  

• Project has a total of 10 Detention hollow metal doors

o Hollow metal is in compliance with specified ANSI/NAAMM/HMMA 863-14 standard and ASTM F1450-12a testing

o Doors will have 2 lites, clear opening will be approximately 16" X 20"

o 02 swing doors will be approximately 29 5/8” x 79”

o 08 sliding doors will be approximately 34” x 76.125”

• Sliding doors will have flush pulls on interior and exterior of door

• 20 (each) Security glass and glazing,

o Clear opening of security glass is approximately 16" X 20" X RC750

  • Continuous hinges, stitch welded to door frame.

 

            A cashier’s check or bid bond payable to the Tuscaloosa County Sheriff’s Department in an amount not less than five (5%) percent of the amount of the bid, but in no event more than $10,000, must accompany the bidder’s proposal.  Performance and Payment Bonds and evidence of insurance required in the bid documents will be required at the signing of the Contract.

            The site may be visited for inspection (upon appointment) at 1600 26th Avenue, Tuscaloosa, AL 35401. Appointments for a site visit may be made by calling Chief Loyd Baker at 205-469-0800.  An optional pre-bid conference will be held on December 14, 2022, at 1:00 PM as outlined below as well.

A performance bond in the amount of 100% of the base bid and a payment bond in the amount of 100% of the base bid will be required of the successful bidder.  No bid shall be withdrawn for a period of thirty (30) days unless extended by mutual agreement, after the scheduled closing time for the receipt of the bids.

            Bids must specifically itemize all labor, material, and other costs in a specific manner.  Further, all materials shall be described in detail, including but not limited to, any manufacturer warranties accompanying the material.  Further, any warranties offered by the bidder should be included and detailed within the bid documents.  All bidders bidding in amounts exceeding that established by the State Licensing Board for General Contractors must be licensed under the provisions of Title 34, Chapter 8, Code of Alabama, 1975, and must show evidence of license before bidding or bid will not be received or considered; the bidder shall show such evidence by clearly displaying his or her current license number on the outside of the sealed envelope in which the proposal is delivered.  The Owner reserves the right to reject any or all proposals and to waive technical errors if, in the Owner’s judgement, the best interests of the Owner will thereby be promoted.

Please mail early. Overnight mail, including Federal Express, UPS, etc., does not always arrive by 9:00am the next day.

To be considered for award, bidders must:

  1. Submit one (1) original bid and two (2) copies, for a total of three (3).  Electronic copies may be submitted in PDF format on the same timelines as print copies by submitting to lbaker@tcsoal.org.
  2. Mark sealed bid package: Bid of Tuscaloosa County Jail Door Replacement, DUE January 10, 2023 by 9:00 AM CST. The package exterior must bear the name of the bidding individual(s) or firm(s).
  3. Submit the sealed bid package to Tuscaloosa County Jail, Attn:  Loyd Baker, 1600 26th Avenue, Tuscaloosa, AL 35401 no later than January 10, 2023, by 9:00 AM CST, our clock.  Electronic submissions should be submitted to lbaker@tcsoal.org on the same timeline. 
  4. All bids shall become the property of Tuscaloosa County and shall not be returnable.

OPTIONAL PRE-BID CONFERENCE

An optional pre-bid conference will be held on December 14, 2022, at 1:00 PM at Tuscaloosa County Jail, 1600 26th Avenue, Tuscaloosa, AL 35401.  Tuscaloosa County Sheriff’s Office representatives will be available to answer questions and conduct a tour of the Jail. 

Bidders must follow the instructions provided for submitting questions on this solicitation.  Any communication with County elected officials, County or Sheriff’s Office officers, or employees, other than as outlined above shall be considered a violation of ITB terms and may result in bid disqualification.

TIMELINE  (Dates subject to change as necessary)

Invitation to Bid Announcement

November 18, 2022

Optional Pre-Bid Conference

December 14, 2022

Written Questions Deadline

December 21, 2022

Written Answers Provided

December 30, 2022

BIDS DUE

January 10, 2023

Bid Opening

January 10, 2023

Bid Award (Subject to County Commission Approval)

TBD