HomeMy WebLinkAbout20082995.tiffAGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT is made by and between the County of Weld, State of Colorado, whose address is 915
10'" Street, Greeley, Colorado, 80631 ("County"), and KEEFE COMMISSARY NETWORK, LLC
whose address is 10880 Lin Page Place, St. Louis, MO 63132 ("Contractor").
WHEREAS, County desires to retain Contractor as an independent contractor to perform services as more
particularly set forth below; and
WHEREAS, Contractor has the time available to timely perform the services, and is willing to perform the
services according to the terms of this Agreement.
NOW THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties
hereto agree as follows:
1. En2auement of Contractor. County hereby retains Contractor, and Contractor hereby accepts
agreement by County upon the terms and conditions set forth in this Agreement.
2. Term. The term of this Agreement shall be from February 1, 2008 for 3 years + 5 - 1 year
successive terms_, through and until February 1, 2017_.
3. Services to be Performed. Contractor agrees to perform the Services listed or referred to in
Exhibit A, Keefe Commissary Network Proposal for: Weld County RFP# B0800144 — Inmate
Commissary Services — Dated: November 5, 2008, attached hereto and incorporated herein.
4. OPERATION OF COMMISSARY BY CONTRACTOR
CONTRACTOR agrees that on a weekly basis, it will download all inmate orders for
commissary items. CONTRACTOR will bag and deliver such commissary items to the COUNTY
and will bill the COUNTY weekly for all such purchases. In addition, CONTRACTOR will keep
the computer equipment updated with complete information as to commissary items available,
pricing, and other terms and conditions of sale.
5. HARDWARE
During the term of this agreement, CONTRACTOR shall supply COUNTY with such computer
equipment and software as listed in Exhibit A. In the event that COUNTY elects to terminate the
Agreement, COUNTY will promptly return all equipment and software to CONTRACTOR.
CONTRACTOR hereby grants to COUNTY a royalty free license to use the CONTRACTOR
Commissary Network software. COUNTY acknowledges the proprietary nature of the software
and/or written software documentation and hereby agrees NOT to disclose, reproduce, transfer or
use the software and/or documentation for any purpose other than those specifically allowed by
the terms of this agreement without specific written permission of an Officer of CONTRACTOR.
6. PAYMENT
CONTRACTOR will invoice COUNTY for all commissary items purchased. COUNTY will pay
such invoices in accordance with CONTRACTOR'S standard credit terms (NET 30 DAYS) from
the Inmate Trust Account.
7. SERVICE FEE
COUNTY will be paid a service fee for the services to be provided by it hereunder equal to 23%
of adjusted gross sales. Adjusted gross sales are gross sales less the sales of noncommissioned
items as determined by CONTRACTOR and COUNTY listed on Exhibit A to this Agreement. In
the event that the inmate's funds available to purchase commissary products are inhibited in any
way by change in policy from COUNTY, the service fee paid to COUNTY shall be reduced
accordingly by CONTRACTOR after negotiation with COUNTY.
8. MENU
Product selection and pricing will be agreed upon by COUNTY and CONTRACTOR. Menu
selection shall be reviewed as needed, and no less than annually. All changes must be approved
by COUNTY. Any price adjustments will be made at least yearly on the contract anniversary date
with prior approval of COUNTY.
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9. TERM & TERMINATION
This Agreement shall continue in effect for a period of three years (the base term) from the date
hereof The Agreement will automatically renew for 5 successive one year terms thereafter, unless
either party to this Agreement shall give notice in writing to the other party on or prior to 30 days
prior to the expiration of any term or extended term that the party so giving notice does not wish to
extend this Agreement.
10. Additional Work. In the event the County shall require changes in the scope, character, or
complexity of the work to be performed, and said changes cause an increase or decrease in the
time required or the costs to the Contractor for performance, an equitable adjustment in fees and
completion time shall be negotiated between the parties and this Agreement shall be modified
accordingly by a supplemental Agreement. Any claims by the Contractor for the adjustment
hereunder must be made in writing prior to performance of any work covered in the anticipated
supplemental Agreement. Any change in work made without such prior supplemental Agreement
shall be deemed covered in the compensation and time provisions of this Agreement.
11. Independent Contractor. Contractor agrees that Contractor is an independent contractor and that
neither Contractor nor Contractor's agents or employees are, or shall be deemed to be, agents or
employees of the County for any purpose. Contractor shall have no authorization, express or
implied, to bind the County to any agreement, liability, or understanding. The parties agree that
Contractor will not be an employee of County, nor is Contractor entitled to any employee benefits
from the County as a result of the execution of this Agreement.
12. Warranty. Contractor warrants that services performed under this agreement will be performed
in a manner consistent with the professional standards governing such services and the provisions
of this Agreement.
13. Reports County Property. All reports, test results and all other tangible materials produced in
connection with the performance of this Agreement, whether or not such materials are in
completed form, shall at all times be considered property of the County. Contractor shall not
make use of such material for purposes other than in connection with this Agreement without prior
written approval of County.
14. Acceptance of Product not Waiver. Upon completion of the work, Contractor shall submit to
County originals of all test results, reports, etc., generated during completion of this work.
Acceptance by County of reports and incidental material furnished under this Agreement shall not
in any way relieve Contractor of responsibility for the quality and accuracy of work. Acceptance
by the County of, or payment for, any services performed under this Agreement shall not be
construed as a waiver of any of the County's rights under this Agreement or under the law
generally.
15. Insurance and Indemnification. Contractor shall defend and indemnify County, its officers and
agents, from and against loss or liability arising from Contractor's acts, errors or omissions in
seeking to perform its obligations under this Agreement. Contractor shall provide necessary
workers' compensation insurance at Contractor's own cost and expense.
16. Termination. Either party may terminate this Agreement at any time by providing the other party
with a 10 day written notice thereof. Furthermore, this Agreement may be terminated at any time
without notice upon a material breach of the terms of the Agreement. In the event of an early
termination, Contractor shall be paid for the work performed up to the time of notice and County
shall be entitled the use of material generated pursuant to this Agreement.
17. Non -Assignment. Contractor may not assign or transfer this Agreement, any interest therein or
claim thereunder, without prior approval of County.
18. Access to Records. County shall have access to Contractor's financial records as they relate to
this Agreement for purposes of audit. Such records shall be complete and available for audit 90
days after final payment hereunder and shall be retained and available for audit purposes for at
least five years after the final payment hereunder.
19. Time if Essence. Time is of the essence in each and all provisions of this Agreement.
20. Interruptions. Neither party to this Agreement shall be liable to the other for delays in delivery
or failure to deliver otherwise to perform any obligation under this Agreement, where such failure
is due to any cause beyond its reasonable control, including, but not limited to Acts of God, fires,
strikes, war, flood, earthquake or Governmental actions.
21. Notices. Any notice required to be given under this Agreement shall be in writing and shall be
mailed or delivered to the other party at that party's address as stated above.
22. Compliance. This agreement and the provision of services hereunder shall be subject to the laws
of Colorado and be in accordance with the policies, procedures, and practices of County.
23. Non -Exclusive Agreement. This Agreement is nonexclusive and County may engage or use
other contractors or persons to perform services of the same or similar nature.
24. Certification. Contractor certifies that Contractor is not an illegal immigrant, and further,
Contractor represents, warrants, and agrees that it has verified that Contractor does not employ any
illegal aliens. If it is discovered that Contractor is an illegal immigrant, employs illegal aliens or
subcontracts with illegal aliens, County can terminate this Agreement and Contractor may be held
liable for damages.
25. Entire Agreement/Modifications. This Agreement contains the entire agreement between the
parties with respect to the subject matter contained in this Agreement. This instrument supersedes
all prior negotiation, representation, and understanding or agreements with respect to the subject
matter contained in this Agreement. This Agreement may change or supplemented only by
written instrument signed by both parties.
26. Funding Contingency. No portion of this Agreement shall be deemed to create an obligation on
the part of County to expend funds not otherwise appropriated or budgeted for.
27. No Conflict. No employee of Contractor nor any member of Contractor's family shall serve on a
County Board, committee or hold any such position which either by rule, practice or action
nominates, recommends, supervises Contractor's operations or authorizes funding to Contractor.
28. Severability. If any term or condition of this Agreement shall be held to be invalid, illegal, or
unenforceable, this Agreement shall be construed and enforced without such provision, to the
extent that this Agreement is then capable of execution within the original intent of the parties.
29. Governmental Immunity. No portion of this Agreement shall be deemed to constitute a waiver
of any immunities the parties or their officers or employees may possess.
30. No Third Party Beneficiary. It is expressly understood and agreed that the enforcement of the
terms and conditions of this Agreement, and all rights of action relating to such enforcement, shall
be strictly reserved to the undersigned parties and nothing in this Agreement shall give or allow
any claim or right of action whatsoever by any other person not included in this Agreement. It is
the express intention of the undersigned parties that any entity other than the undersigned parties
receiving services or benefits under this Agreement shall be an incidental beneficiary only.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date and year written below.
COUNTY OF WELD, STATE OF
P.Fard of ommissioners
Douglas Rade acher, Chair Pro —Tern
ATTE
Clerk to the Board
By:
JAN 2 6 2009
eputy Cler
Contractor's Si•'a r
John
Executive Vice President, General Manager
Keefe Commissary Network, LLC
Date:
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 1
EXECUTIVE SUMMARY
Keefe Commissary Network, L.L.C. (KCN) would like to thank Weld County, for the
opportunity to submit a proposal for RFP # B0800144 "Inmate Commissary Service".
KCN has valued its nine plus year partnership with Weld County and looks forward to
continuing our partnership.
Our bid response follows the required format as specified in section F "Proposal Format".
We have included additional information in the "System Information Attachments or
Exhibits" section that we thought was relevant and was not asked for specifically in the
RFP. This information is in addition to the information that was asked for in this section.
KCN acknowledges, accepts, and will comply with all terms, conditions, and
specifications as stated in RFP # B0800144 "Inmate Commissary Service".
Our goal in submitting a proposal on RFP # B0800144 "Inmate Commissary Service" is
to demonstrate the benefits that KCN has and will continue to provide to Weld County if
KCN is selected to remain your partner for commissary services. We view each account
as a partnership, and work diligently to insure that each program is tailored to meet the
specific needs of the customer.
Our proposal offers Weld County an exceptional combination of experience and
resources to not just meet the needs of your commissary program, but to exceed them as
well. KCN is offering Weld County, innovative and superior technology, competitive
pricing to the inmate, product selection specifically catered to the correctional
environment, superior distribution capabilities, unmatched customer service, and a high
rate of return on sales.
Specifically, KCN is proposing an off -site bagging operation, where orders would be
bagged at off -site at our Denver distribution center by qualified KCN employees. The
pre -bagged orders would be delivered to the inmates by our qualified on -site employees.
Commissary orders would be place primarily through KCN provided inmate kiosks
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 2
Listed below is the commission rate and a brief description of the operation, technology,
hardware and software this proposal consists of:
Cybersuite deposit services (phone, web, lobby kiosk). This service is available if
Weld County is ever interested. Commission rate could increase if Weld County
elected to implement these services
- Off -site bagging & on -site delivery
- KCN inmate banking (if desired) and commissary software
- Funds interface between Tiburon & KCN
(1) Dell Power Edge server
(20) Wall mounted inmate kiosk
(3) Floor mounted inmate kiosk
- (I) Spare kiosk
KCN will cover costs for cabling as quoted by H&H data and required by Weld
County
KCN will provide all switches and connectors required for inmate kiosks
- 23% Commission
Additional information on the software and deposit services can be found in the
"System Information Attachments or Exhibits" section of this proposal
Keefe is the largest company in the corrections/commissary market, we are the only
wholesale company that manufactures and distributes our own goods. We are a service
company and our customers will tell you that we are known as the "Service Company".
Currently we have automated 737 facilities like yours, with more accounts being added
daily. Keefe's only business, only focus is commissary. Keefe focuses exclusively on
commissary, and that's why Keefe is recognized throughout the industry as the
commissary experts.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 3
Listed below is a current breakdown of the Market Share Nationally and in the State of
Colorado for facilities that have outsourced their commissary services:
National
Provider Facilities Inmates Inmate Market Share
KCN 737 461,061 57.63%
Next Largest 477 98,590 12.32%
Colorado
Provider Facilities Inmates Inmate Market Share
KCN 13 9,275 76.53%
Next Largest 23 1,314 10.84%
No other commissary vendor compares to the experience KCN has in servicing large
scale commissary operations such as Weld County or has the resources (product
availability, local distribution center, support services) to handle a jail the size of Weld
County. KCN services over five times as many 500 bed facilities nationally as our next
closest competitor.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 4
KCN's market share information shows the following breakdown by vendor for facilities
that are over 500 inmates on both the national level and locally in the State of Colorado:
National
Vendor
KCN
Swanson
Aramark
Canteen
Colorado
Vendor
KCN
Aramark
Canteen
Swanson
500 plus bed facilities
257
52
39
30
500plus bed facilities
6
1
1
0
Inmates
373,225
50,663
46,491
42,484
Inmates
7,614
1,100
563
0
If selected KCN will continue to provide the best overall value to Weld County Jail, our
unmatched customer service and desire to exceed your expectations are what sets us apart
from our competitors, here are just a few of the additional benefits that you will receive if
KCN is chosen to be your commissary partner.
- Free hardware and software upgrades
- Free 24-7-365 technical support
Non Punitive contract (no penalties for early cancellation)
- In house software development team
Product selection specifically catered to correctional environment (In-house new
product development team whose sole focus is developing products for the
correctional environment)
- Consider each account a partnership
- Orders are pulled from a 65,000 sq. ft. secure warehouse
- Denver warehouse carries over 2 million dollars in inventory daily, nationally we
carry over 84 million in inventory daily.
We carry over 5,000 commissary items specifically developed for use in the
correctional market
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 5
We know that no two facilities operate their commissary program the same. KCN is able
to adapt to the specific needs of each facility which it services. We are committed to
developing a solution that offers the right fit as well as conforming to your key
requirements.
We are excited about the prospects of continuing our partnership with Polk County Jail
and we implore you to contact our customers and inquire about our commitment to
excellence. We believe in earning your business each and every day and will do all that
is necessary to keep our customers more than satisfied with our service.
Summary
As you evaluate this proposal from Keefe Commissary Network and other vendors, here are some
important areas you should take into consideration:
1) Keefe is the only company providing automated commissary services that is also a wholesale
distributor and manufacturer of commissary products. This means better pricing to inmates,
greater inventory availability, and we have a proven track record of service.
2) Our support, customer relationships, and overall performance have contributed to our success
with our customers. Our customers can and do rely on us. This should be addressed and evaluated
with each vendor.
3) We send replacements for orders that have been damaged or processed in error, free of charge.
4) The Keefe Commissary Network system is comprehensive yet simple to use and implement.
We have the flexibility to adapt to existing systems or provide a stand alone system.
5) The entire hardware and software system is free of charge to the jail.
6) We are flexible. We realize that every jail runs differently from one another. Methods that
work for one may not work for other jails. Our goal is to understand completely, the needs of
each account and offer our experience to find solutions. We approach each account as a
partnership.
7) We have 24 hour support, 7 days a week, 365 days a year. We know that sometimes our
customers cannot wait until morning for help.
8) Our pricing is designed to remain constant for 1 year (except postage increases). If vendors are
offering low prices now and have the option to increase in 90 days, our experience has been that
they will and the increases are significant. Ask all references how many increases they have had!
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 6
9) We employ seasoned computer experts that dedicate their time to insure all systems are
properly designed and maintained. Technical help is always available and we respond quickly to
make sure problems are resolved.
10) The Keefe Commissary Network System is the only one available that will automatically
back-up your valuable data, send new software, transmit new products, and send messages
through the modem. You will have the most secured and advanced system available.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
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POINT BY POINT RFP RESPONSE
SECTION ONE - GENERAL INFORMATION:
A. Overview:
Through this Request for Proposal (RFP), the Weld 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 service and the quality and reliability of service are a high priority. Firms who submit a
response to this Request for Proposal (RFP) shall be responsible to submit technical and service
solutions based on their programs that meet or exceed the goals and objectives 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, 2009 to and including January 31, 2012. The County shall
have an option to renew the agreement for five (5) additional periods of one (1) year each, with the
same terms and conditions. Each option is to be exercised no later than sixty (60) days prior to
January 31, 2012, January 31, 2013, January 31, 2014, January 31, 2015, and January 31,
2016. This agreement and/or any extension to the original period of a subject agreement shall be
contingent upon the County's satisfaction with all products and services received during the
preceding agreement period.
KCN Response: KCN has read, understands, agrees and will comply.
B. Mandatory Pre -Proposal Conference:
A Mandatory Pre -Proposal Conference to familiarize respondents with the scope of work and to
answer questions will be held on Friday, October 10, 2008 at 9:00 a.m. at:
Weld County North Jail Complex
2110 "O" Street
Greeley, Colorado 80631
Respondents are requested to RSVP to Officer Charles Eggers via e-mail at ceggers(dico.weld.co.us
by Wednesday, October 8, 2008 with the number of persons attending the Pre -Proposal Conference.
A Driver's license or other picture identification is required for entry.
During the Mandatory Pre -Proposal Conference, Weld County will only answer verbal questions.
Written questions will only be considered from service providers that had a representative at the
Mandatory Pre -Proposal Conference.
Questions regarding this proposal must be submitted in writing to Officer Charles Eggers no later
than October 17, 2008 at 5:00 p.m.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 8
Questions must be submitted by E-mail to ceggers@co.weld.co.us
Questions will be answered in the form of an addendum by October 24, 2008, and will be posted on
our Website: www.co.weld.co.us, under the purchasing department.
KCN Response: KCN has read, understands, agrees and will comply. KCN
attended the pre -bid. We submitted questions in the form of an email and
received answers to the questions from the website.
C. North Jail Complex Tours:
A mandatory tour of the Weld County North Jail Complex to view the Inmate Commissary Service
location/installation will be conducted on Friday, October 10, 2008, as part of the Pre -Proposal
Conference. If an additional tour is needed it may be coordinated by contacting the Support Services
Supervisor, Ofc. Charles Eggers, at 800-436-9276 Ext 3870, or via Email: ceggers@co.weld.co.us.
KCN Response: KCN has read, understands, agrees and will comply.
D. Introductory Information:
The Weld County North Jail Complex is located in the city of Greeley, Colorado within the I-25
corridor between Denver CO. and Cheyenne, WY. The North Jail Complex is a direct supervision
county jail; meaning officers are posted within each housing unit to directly supervise and interact
with inmates. The North Jail Complex holds only secure, adult offenders and a small number of
juvenile offenders whose cases have been transferred to adult court, i.e. direct file juveniles.
The Weld County North Jail Complex initially opened in 1997 and has a current designed capacity
of 619 general population beds. The average daily secure jail population during the 12 month period
prior to July 31, 2007 was 485 and trending higher.
The peak census at the North Jail Complex during 2007 occurred on August 9, 2007 with 585
offenders housed at the North Jail Complex with 112 offenders housed at other facilities on contract
for a total of 697 inmates in secure custody. Construction of an additional building began in
September 2006 to add 374 jail beds. The project was completed in March 2008, with inmate
housing was begun in April 2008.
The mission of the Weld County North Jail Complex is to "...accept and lawfully hold prisoners in
a safe, humane, wholesome environment that provides opportunities for rehabilitation and returns
people to the community better, or no worse, than they arrived."
KCN Response: KCN has read, understands, agrees and will comply.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 9
K Time Requirements:
Tentative Proposal Calendar:
September 29, 2008
October 3, 2008
October 10, 2008 @ 9:00AM
October 17, 2008 @ 5:00PM
October 24, 2008
November 7, 2008@4:00PM
Week of November 10, 2008
Week of November 17, 2008
Week of November 24, 2008
December 3, 2008
February 1, 2009
Request for Proposal distributed
Proposal advertised
Mandatory Pre -Proposal Conference
Due Date for RFP Questions
Distribution of Responses to RFP
Questions
Request for Proposal due date
Committee Review
Interview Prospective Firms, if necessary
Proposal Award
Contract Start Date
The Weld County Sheriff's Office reserves the right to change the schedule of events, as it deems
necessary. In the event of a major date change, all known participants will be notified.
KCN Response: KCN has read, understands, agrees and will comply.
F . Proposal Format:
To enable the Selection Committee to fairly evaluate each proposal response, each respondent shall
use the following proposal format:
Cover Letter
Table of Contents
Executive Summary
Point -by -Point RFP Response
DETAILED Commission Offer
Implementation Timeline
References
System Information Attachments or Exhibits — include information on server and client
hardware and software, inmate kiosks, and kiosk capabilities and required infrastructure,
accounting systems, money handling procedures, commissary order and delivery process,
ala carte or other special delivery/inmate behavior management delivery system, any
other available features.
KCN Response: KCN has read, understands, agrees and will comply. KCN has
followed the required format and has included additional information in the
"System Information or Exhibits" that were not specifically asked for in the RFP,
but we felt were important when deciding on a vendor.
Keefe Commissary Network
G. Project Information:
RFP # B0800144 "Inmate Commissary Service"
Pg. 10
Site Name, Address & Telephone
Weld County North Jail Complex
2110 "O" Street
Greeley, CO 80631
970-415-4015
The current Inmate Commissary provider is Keefe. Below is the Gross sales information for 2005,
2006 and 2007:
Gross sales for 2005 were in the amount of $ 233,760.80.
Gross sales for 2006 were in the amount of $250,053.70.
Gross sales for 2007 were in the amount of $235,099.70.
KCN Response: KCN has read, understands, agrees and will comply.
H. General Requirements:
The proposal submitted in response to this RFP must be in the format requested above. Any serious
deviation from this format shall be cause for rejection of the proposal response. All proposals
submitted shall become property of the County. At the discretion of the County, firms submitting
proposals may be requested to make presentations as part of the evaluation process. The County will
not reimburse the respondents to this RFP for any costs associated with the preparation and
submission of said proposals or in the preparation for and attendance at a presentation. The County
reserves the right to request any firm submitting a proposal to clarify their proposal or to supply
additional information necessary to assist in the County's selection. All firms must be able to meet
all of the requirements set aside in this RFP.
All proposals shall include all of the information requested in this RFP and any additional data that
the respondent deems pertinent to the understanding and evaluating of the proposal. The respondent
should not withhold any information from the written response in anticipation of presenting the
information orally, since oral presentations may not be solicited. All proposals shall meet, at a
minimum, all criteria outlined in the following sections.
KCN Response: KCN has read, understands, agrees and will comply.
I. Installation Requirements:
Turnkey Installation — The Vendor shall be responsible for all costs associated with the inmate
commissary system, including but not limited to purchase of equipment, infrastructure, installation,
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 11
service, maintenance, data network, and day-to-day operations. The County shall have no
responsibility for any costs associated with the system or the installation of the system. This includes
any additional equipment associated with any future expansion of housing units while the contract is
in effect.
KCN Response: KCN has read, understands, agrees and will comply.
The Vendor is responsible for determining all wiring and software requirements and costs associated
with the conversion of service from the current inmate commissary system providers to the
successful new service provider. The Vendor shall coordinate all details of switching out services
with the current service providers.
KCN Response: KCN has read, understands, agrees and will comply.
J. Service and Support Requirements:
The Vendor shall be responsible for maintenance support on a twenty-four (24) hour, seven (7) day
per week basis.
The Vendor will describe, in detail, their company's service and maintenance program including
remote access, diagnostics, downloading and trouble -shooting. Vendor should be capable of using a
secure VPN to diagnose and troubleshoot our systems.
KCN Response: KCN has read, understands, agrees and will comply.
Support Services
KCN Technical Services provides four areas of services to customers on a daily
basis, Contact Services, Escalation Services, Data Center Services, and Project
Services. In addition, KCN develops its own software/kiosks by means of its
Engineering / Development staff. Total staffing as of July 24, 2007 at the St. Louis
Corporate IT center is 19 support staff plus 8 engineering development staff This
represents roughly 50% of the Corporate resources employed by KCN and 15% of
the Corporate resources of the Keefe Group as a whole.
Contact Services
• (8 staff as of July 24, 2007)— the first line of contact for service
requests is via phone or e-mail
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 12
• Phone requests are routed through CISCO Call Manger on a 24 x 7
x 365 basis — phone requests are placed by dialing 800 864-5986.
• When are phone services available?
• Business hours are defined as 8 AM — 5 PM Monday through
Friday.
• During business hours, inbound calls are answered by an
administrative attendant. The administrative attendant determines
whether the call is related to marketing, accounting, or technical
services. If the call is technical in nature, the attendant can route
the call either to the direct extension of an individual technician or
to the call -queue for the first available technician.
• Calls queued for the first available technician can travel through
four staff levels, with an increasing cumulative number of
extensions accessed throughout wait -time.
• If a queued call is not answered within five minutes, the call is
routed to a voice mail extension which records a message from the
caller and automatically begins paging a group of six escalation
phone numbers
• Calls directed to an individual technician are subject to the current
availability of that technician at the time the call is transferred.
• Any inbound call outside of business hours can access technical
support by choosing option 7 on a touch-tone phone. When option
7 is selected, the call routing routine first checks for available
staffed extensions. If none are available the call is routed to a
voice mail which automatically begins paging a group of six
escalation extensions. On -call staff are equipped with notebook
computer systems integrated with wireless internet access and
VPN access to the KCN Corporate Service Center.
• E-mail requests are monitored during business hours by a
designated Service Center administrator.
• The Solutions Center administrator screens e-mail either for
immediate response or for escalation as a service event.
• If escalated to a service event, the Service Center Administrator
opens a CRM Case and either assigns the case to a technician or
adds the case to the service ticket queue.
• Contact Services Staff are located at the KCN Service Center
Corporate Office in St. Louis MO Monday through Friday 6 AM —
7 PM CST
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 13
• On -Call Staff are located off premises Monday through Friday 5
PM — 8 AM, Saturday and Sunday 24 hrs per day, and Monday
morning 12 AM — 8 AM.
• On -Call staff are located at the KCN Service Center Office in St.
Louis MO Monday through Friday 8 AM — 5 PM
• All customer support cases are documented in Microsoft CRM.
History is available to all field sales staff and regional management
on a real time basis.
• Examples of first line support services
• Resolution of communications errors
• Analysis of hardware errors and replacement of defective hardware
• Standard end -user training
• Order Tracking, Order Processing, Pricing Updates
Escalation Services
• (4 staff as of July 24, 2007) — delivery of complex helpdesk service
requirements. Contact Services escalate more complex service
requirements to a higher level of complexity and urgency
• Examples of complex service requirements
• Recovery of failed hard drive and / or data recovery
• Re -configuration of standard software features including
• accounting profiles
• commissary restrictions
• integration settings
• communications setup
• bank, check and cash management features
• receipt settings
• standard installations and upgrades.
• Analysis and reporting of software errors
• Specialized end -user training
• Standard Software Upgrades
Data Center Services
• (2 staff as of July 24, 2007)— operation and control of corporate
computer systems relating to the customer
• Hardware and software procurement and inventory
• Customer hardware/software pre -configuration
• Central Server Controls
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 14
• Server Monitoring
• Production
• DR site
• DR readiness
• Data replication
• IP address changeover
• Telco forwarding
• Activation Procedures
• Customer Backup Maintenance
• Customer backups are limited to DB2 data files
• DB2 Backups are either
• generated and stored at the customer site and forwarded to the
KCN Service Center daily through an IP connection (port 80 for
http or port 443 for https)
• The KCN Data Center staff monitor forwarded backups on a
weekly basis. If the forwarded backup is not current, Data Center
staff open a CRM Case for follow-up by Contact Center staff to
resolve the backup delay.
• Generated and stored at the customer site and not forwarded to the
KCN Service Center (if internet access through either port 80 or
port 443 are prohibited by the customer.
• If the DB2 Backup is not forwarded to the KCN Service Center,
the location and timestamp of the most current backup is logged to
the KCN Service Center each time the customer transmits a batch
of commissary orders.
• KCN Data Center staff review backup logs to determine whether
backups that are not transferred to the KCN Service Center are not
current. If the locally stored backup is not current, Data Center
staff open a CRM Case for follow-up by Contact Center staff to
resolve the backup delay.
Wherever "Maintenance" is specified in this section, it shall mean "Software and/or Hardware
and/or other, Kiosk, and Commissary Equipment Maintenance, Support and Repair and/or
Replacement Requirements".
KCN Response: KCN has read, understands, agrees and will comply.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 15
Hardware Service Plans and Business Continuity Options
Hardware Service Agreements — repair and or replacement of defective hardware
Hardware failures are covered under contracts with manufacturers such as Dell, Wyse,
NCS, Brother, Tally Genicom, etc. These are typically 24 -hour turnaround contracts for
workstations, same day service for servers, and depot/warranty replacement for peripherals
and kiosks. The facility may also opt to have KCN provide on -site or depot service spare
equipment to maximize utilization and minimize downtime in the event of hardware failure.
• Server maintenance options are as follows:
o Gold Dell on -site server service - would include 4 -hour 24 x 7 x 365
on -site response time guaranteed by Dell Computer Corp after
dispatch by KCN help desk staff
• Workstation maintenance options are as follows:
o Standard Dell on -site workstation service - would include 8 -hour 8 x
5 on -site response time guaranteed by Dell Computer Corp after
dispatch by KCN help desk staff
o Depot - backup workstation service - would include the storage of a
'cold spare' workstation CPU at the Regional Distribution Center. In
the event of a workstation failure at the facility, the cold spare could
be installed and connected to the server database for use in a matter of
hours by KCN staff. At such time as the original workstation is
repaired the process can be reversed at off-peak hours to re -introduce
the original workstation, and return the 'cold spare' to depot status.
The cost of 'depot - backup workstation service' is reflected in the
cost proposal
• Pod Kiosk maintenance options are as follows:
o Depot — backup pod kiosk shells are stored at the regional distribution
center. In the event of a kiosk failure, facility maintenance staff
would be trained to remove the defective pod kiosk shell and replace
it with the spare. The defective shell would be shipped to KCN
Technical Services to be refurbished. Once refurbished, the shell
would be shipped back to the regional business center as one of the
spare units.
▪ Lobby Kiosk maintenance options are as follows:
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 16
o Depot — backup lobby kiosk shells are stored at the regional business
center. In the event of a lobby kiosk failure, facility maintenance
staff would be trained to remove the defective pod kiosk shell and
replace it with the spare. The defective shell would be shipped to
KCN Technical Services to be refurbished. Once refurbished, the
shell would be shipped back to the regional business center as one of
the spare units.
Monitor, modem, printer, OMR scanner maintenance options are as follows:
• Standard peripheral replacement services - In the event of failure of
one or more of these peripherals, KCN will ship a replacement for
next day delivery and installation by facility staff In the event that
the OMR scanner can be repaired / replaced directly by NCS and this
would be a quicker solution to return the equipment to service, KCN
Tech services will exercise the NCS service option.
• On -site depot peripheral replacement services - KCN will store one of
each of these peripherals at the regional Distribution Center. In the
event of a failure of one or more of these peripherals, KCN regional
Distribution Center staff will replace the peripheral(s) with a spare
unit, and return the failed unit to KCN Headquarters Technical
Services for repair or replacement by the related vendor. KCN
Headquarters will return a service replacement to the regional
Distribution Center and have the failed unit repaired or replaced by
the associated manufacturer or vendor. The cost of 'on -site depot
peripheral replacement services' is reflected in the cost proposal.
All costs for maintenance, support, repair of all software and equipment will be borne by the
Vendor, and will not be deducted from any commissions.
KCN Response: KCN has read, understands, agrees and will comply.
During the term of any contract awarded as a result of the RFP, the Vendor agrees to provide
maintenance to diagnose problems, determine proper solutions and provide:
KCN Response: KCN has read, understands, agrees and will comply.
I. The implementation of any required solutions, changes, modifications, updates or other services
which are necessary to allow the software, hardware and any other commissary equipment to
perform in accordance with the specifications as set forth in the RFP.
KCN Response: KCN has read, understands, agrees and will comply.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 17
2. Upgrade the software and/or hardware to its required performance standards as required in the
RFP.
KCN Response: KCN has read, understands, agrees and will comply.
The KCN hardware and software will be provided, warranted, and maintained
by KCN at no cost to the County for the life of the Agreement. During the term
of the Agreement, KCN agrees to keep current both the KCN hardware and
software. Any and all upgrades of hardware and software as well as additional
training to facility staff will be provided by KCN at no cost to the County for
the life of the Agreement.
3. Support should be provided via an 800 number over which we speak with a person.
KCN Response: KCN has read, understands, agrees and will comply.
• Phone requests are routed through CISCO Call Manger on a 24 x 7
x 365 basis — phone requests are placed by dialing 800 864-5986.
• When are phone services available?
• Business hours are defined as 8 AM — 5 PM Monday through
Friday.
• During business hours, inbound calls are answered by an
administrative attendant. The administrative attendant determines
whether the call is related to marketing, accounting, or technical
services. If the call is technical in nature, the attendant can route
the call either to the direct extension of an individual technician or
to the call -queue for the first available technician.
• Calls queued for the first available technician can travel through
four staff levels, with an increasing cumulative number of
extensions accessed throughout wait -time.
• If a queued call is not answered within five minutes, the call is
routed to a voice mail extension which records a message from the
caller and automatically begins paging a group of six escalation
phone numbers
• Calls directed to an individual technician are subject to the current
availability of that technician at the time the call is transferred.
• Any inbound call outside of business hours can access technical
support by choosing option 7 on a touch-tone phone. When option
7 is selected, the call routing routine first checks for available
staffed extensions. If none are available the call is routed to a
voice mail which automatically begins paging a group of six
escalation extensions. On -call staff are equipped with notebook
computer systems integrated with wireless internet access and
VPN access to the KCN Corporate Service Center.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 18
4. Discuss the number of support facilities and their location.
KCN Response: KCN's in house technical support center is located in St.
Louis, MO at our corporate headquarters. In addition, our Denver distribution
center (D.C. which will service Weld County) employs one regional tech that is
dedicated solely to supporting our Colorado county partners.
5. Identify how many employees and the percentage of total employees who provide technical
support.
KCN Response: KCN Technical Services provides four areas of services to
customers on a daily basis, Contact Services, Escalation Services, Data Center
Services, and Project Services. In addition, KCN develops its own
software/kiosks by means of its Engineering / Development staff. Total
staffing as of July 24, 2007 at the St. Louis Corporate IT center is 19 support
staff plus 8 engineering development staff. This represents roughly 50% of the
Corporate resources employed by KCN and 15% of the Corporate resources of
the Keefe Group as a whole.
The Vendor shall respond, in person, to a telephone request for maintenance within four (4) hours
after the initial notification. The Vendor will pay a fee of $150.00/day, to Weld County, for each
twenty-four (24) hour period that significant resolution hasn't been made. The definition of
"significant resolution" will be determined at the sole opinion of the Weld County Sheriff's Office.
KCN Response: KCN has read, understands, agrees and will comply.
The Vendor must design, engineer, write, own, install, and support its' own software/kiosks.
KCN Response: KCN has read, understands, agrees and will comply.
KCN employs its own software engineers to design and create the KCN software
based on the needs of our customers. The entire KCN software package is owned,
warranted, and maintained by Keefe Commissary Network. As part of the
agreement, KCN will grant the Weld County a royalty free license to use the KCN
software in the provision of commissary services. All data that is generated through
the KCN software will remain the property of the facility and will be provided in
the desired format.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 19
The Vendor shall provide effective training to the County as may be required by the County. This
will include, but not limited to, training for County personnel in maintaining inmate accounts as
necessary on Vendor's software and hardware. The Vendor will be responsible for inputting all
commissary orders and if needed will supply all commissary order forms.
KCN Response: KCN has read, understands, agrees and will comply.
Initial training can be estimated along functional lines.
• Staff primarily responsible for intake and release, including initial
deposits, initial charges, cash and check withdrawals at closeout and
cash drawer balancing should plan on 4 - 6 hours of training per staff
member not to exceed six members per training session
• Staff responsible for commissary order entry, restrictions management,
refunds, etc should also plan on 4 - 6 hours of training per staff
members not to exceed six members per training session.
■ Staff responsible for fiscal management, including reconciling cash
drawers, bank deposits, General Journal entries, and fiscal reporting
including the Inmate Control Account, Bank Reconciliation, Collected
Recoverable distributions, payments to vendors, welfare fund, City
and/or County service groups should plan on a full day of training
following a four hour pre -planning session to establish financial
profiles and restrictions prior to general staff training. These sessions
also should not exceed six members per session.
Documentation output from the training sessions will include customized
procedure guides to be included in three forms: on-line as 'RoboHelp Info'
books, browser accessible as local web -sites, and in paperback bound format.
These guides become materials for ongoing training in the event of staff
turnover during the length of the contract.
Ongoing assistance is offered through our 24 - 7 - 365 toll free assistance line
staffed by KCN Technical Services training personnel.
The County shall not be responsible for damage to the Vendors equipment occurring as a result of an
inmates use or vandalism of the equipment. The County will make all reasonable efforts to prevent
such acts.
KCN Response: KCN has read, understands, agrees and will comply.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
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K. Commissary Pricing and Commission Accountability:
1. The County reserves the right to approve the initial list of approved commissary items, and their
price. A copy of the current rates shall be on file with the County. The County must be notified,
in writing, of any proposed increases or decreases in the rates charged. The County MUST
approve in writing increases/decreases in rate(s) prior to any change. Vendor must maintain the
commissary pricing submitted for the first year of the contract. Price increase will only be
allowed on commodity items that may fluctuate rapidly in the first year such as: postage, coffee,
paper, honey, and cocoa. Increases in commissary pricing will only be allowed on anniversary
dates of the contract starting on day one of the second year of the contract. The County reserves
the right to reduce increases or deny increases that, in the County's view, are exorbitant. The
County and the awarded vendor should meet twice annually to review product offerings and
permit product changes with the County's approval. The County is sensitive to pricing practices
that may seem like gouging the inmates.
KCN Response: KCN has read, understands, agrees and will comply. KCN has
included our proposed item and price list with this proposal. It is located in the
"Attachments" section of this proposal. The menu we are proposing is the same
as our current menu with the exception of some minor increases. In addition,
we have included some proposed additions with this list that we would like
Weld County to consider adding. We have also listed a small sampling of some
of the new items we will be adding to our master pulling arena around the first
of the year. These items would be available to be put on Weld County's
commissary menu, if desired.
Fair Pricing Structure - KCN is not in the practice of "gouging" the inmates
on pricing. Our pricing structure is fair. The inmates will feel good about the
purchase they have made. This directly leads to higher sales and much happier
inmates. In facilities where the pricing structure is not fair, the inmates will
purchase only what they absolutely need and nothing beyond. The inmates are
not happy about the purchase they have made and constantly express their
dissatisfaction to the facility.
We have always tried to keep our costs to the inmates down at Weld County.
This has been made possible by Weld County not making commission its
highest priority and our willingness/ability to absorb increases from
manufacturers for a full year before we propose any increases to the facility for
approval.
2. Any change in commissary charges (increase/decrease) which is not approved by the County in
writing 30 days in advance of the change shall be grounds for termination of the contract.
KCN Response: KCN has read, understands, agrees and will comply.
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Pg. 21
3. The commission offered to the County shall be based on total gross revenues, with no
deductions for fraud, bad debt, or uncollectible accounts. No deduction shall be made for any
cost of providing the service described.
KCN Response: KCN has read, understands, agrees and will comply.
As part of this Agreement, KCN will provide a percentage of commission of
Net Commissionable Sales to Weld County Jail. The commissions will be
based on the weekly, adjusted gross commissary sales, less taxes, postage sales,
and credits. Specifically, the proposed commission structure and rate is listed
below:
Weekly Sales
Less Credits
Less Taxes
Less Non Commissioned Postage Sales
= Commissionable Sales
X 23% Commissions Offered
= Facility's Commission
*Non Commissioned Sales are Postage, Stamped Envelopes, Indigent Kits, and
Admission Kits.
4. Commissions shall be paid Weekly and shall be accompanied by an inmate commissary
commission and summary report which shall include, at a minimum, the following information:
Date of Report
Time Period Covered
Total Gross Revenue (as defined above)
KCN Response: KCN has read, understands, agrees and will comply.
5. Failure to pay accurate commissions on a regular, weekly basis shall be grounds for
cancellation, without penalty, of any agreement executed as a result of the RFP.
KCN Response: KCN has read, understands, agrees and will comply.
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Pg. 2 2
6. The County reserves the right to audit commissions on an annual basis. In the event any error to
the detriment of the County is found (whether unauthorized deduction or other) the service
provider shall be responsible for immediate payment of the underpaid amount PLUS a penalty
equal to 25% of the underpaid amount. The payment of such amount and penalty is non-
negotiable. Failure to remit such payment within 15 days of notice shall constitute default by
the service provider.
KCN Response: KCN has read, understands, agrees and will comply.
7. Vendor will be responsible for city, county and state and federal sales taxes.
KCN Response: KCN has read, understands, agrees and will comply.
L. Scope of Work:
The Vendor shall provide services including labor, material, and goods necessary to provide
commissary for approximately 500 or more inmates of the Weld County North Jail Complex
located at 2110 "O" Street, Greeley, CO 80631. The number of inmates may vary as indicated or
otherwise indicated by the Sheriff from time to time. Items such as food, candy, foodstuffs, dried
coffee (decaf only), and hygiene items will be sold on a weekly basis. Tobacco products of any
type will not be sold; this is a no tobacco facility. No product shall be offered or sold that contains
staples. Metered stamped Envelopes only, as postage stamps are not allowed. In addition to
commissary items the Vendor shall provide housing unit kiosks needed to order commissary. The
Vendor will supply sufficient personnel to deliver commissary orders to each housing area.
Commissary personnel will be required to obtain a signature on each order when delivered. All
items for the weekly delivery will be brought in on delivery day. No items will be stored on site
unless it is part of an inmate behavior management program or ala carte sales. The Vendor will
provide approved commissary product delivery to the Facility premise one day a week. The
delivered product must be based upon the approved product inventory as revised from time to time
in accordance with contract provisions. The delivery schedule may be modified as the population
increases or as negotiated by the Vendor and the County. The Vendor shall provide Inmate
Admission kits on a monthly basis, or as requested containing basic hygiene items such as a cup,
comb, shampoo, deodorant, tooth paste, and tooth brush. Cost of the Admission kits may be
deducted from commissions' payable. The Vendor shall provide credits for commissary products
not delivered due to releases, transfer, or errors. Vendor must be able to restrict commissary orders
as to items and amount based on location and by inmate based on facility imposed restrictions as
deemed necessary for the effective, safe, and secure operation of the Facility and management of
inmates.
The Vendor will provide a weekly invoice for commissary products ordered and delivered
including a report of commissions earned. The County reserves the right to designate the number
of commissary days allocated for participation by the inmates. The County will notify the
Contractor thirty (30) days in advance prior to instituting a change in the number or selection of
days and/or times of the week. The Sheriff and the Facility Administrator have final authority in
all matters relating to commissary services within the Facility. The Vendor shall provide the
County a commission on sales.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 2 3
KCN Response: KCN has read, understands, agrees and will comply.
M. Equipment:
1. All commissary equipment provided shall be new and completely operational at cutover.
KCN Response: KCN has read, understands, agrees and will comply.
2. Inmate orders for Commissary should be taken primarily using an inmate kiosk with a backup
paper solution in the event the electronic system is down. Inmates should be able to order their
commissary by entering their name, JID or booking number into the system.
KCN Response: KCN has read, understands, agrees and will comply.
The KCN's Edge® kiosk is for commissary ordering and other inmate services.
The Edge® kiosk is entirely touch screen and allows the inmates to:
1. Access and view their account balance and transactions
2. Place a commissary and/or indigent order request
3. View facility posted information such as bond verification and
current court dates, and other information as determined by the
facility
To view facility information, users simply touch an information button to
display pre-set information such as daily commissary specials, facility policies
and procedures, and any other information preset and determined by the facility.
3. Inmates should have a Commissary Account as soon as they are entered into the system.
Describe the technical process of how inmate information is added or removed when they arrive
or leave assuming no jail management system connectivity.
KCN Response: KCN has read, understands, agrees and will comply.
KCN software interfaces include information exchanges at numerous levels:
• KCN's KeepTrak® Inmate Banking System interacts with a
variety of JMS / OMS for the following types of information
exchanges:
• Identification — booking id, permanent id, offender name,
date of birth, gender, ethnicity for opening and/or updating
an account
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
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• Location — Facility, Unit, Block, Cell for restriction
assignments and delivery rosters
• Release - used for reconciling in -custody population with
active accounts and for abandoned funds processing
• Payroll — receives and processes finalized payrolls from
partner systems
• Partner Vendors for these types of exchanges include:
• Syscon, DSI, Keystone, AIMS, Eagle, FSG, ILEADS,
Intergraph, Emergitech, JALAN/THE, Tiburon, SIRS,
Motorola-OffenderTrak, CCIS, New World, North Point,
OSSI, Paragon, CISCO, and numerous County and State
in-house Systems
• KCN's KeepTrak® Commissary / Inmate Banking System
interacts with a variety partner banking systems for the following
types of information exchanges
• Debit / Credit account — used to post transactions to partner
financial systems for commissary, deposit services, e-mail,
etc
• Partner Vendors for these types of exchanges include
• Syscon, DSI, Abbey Group, CACTAS, Black Creek.,
JALAN/HTE Sun Gard, Lock & Track, New World,
Spillman, Tiburon, TSG, and numerous County and State
in-house systems
• KCN's KeepTrak® Commissary / Inmate Banking System
interacts with a variety partner phone, vending, email systems for
the following types of information exchanges
• Pre -Paid services — used to forward phone, vending or other
pre -paid amounts collected through commissary order entry
to partner vendors
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• Real-time Phone debit — encumbers and debits the inmate
account on behalf of the phone system and forwards paid
amounts to partner vendors
• Phone Order Entry — self contained KCN logo IVR server
system sharing phone lines / handsets with facility phone
system
■ Partner Vendors for these types of exchanges include
• ICS, PCS, Securus, DSUITI, GTL, CPC
• KCN's Managed Services interacts with partner deposit and
service providers, partner release service providers and/or partner
financial systems to supply deposit sources to family members and
postings to inmate accounts
• Partner Vendors for these types of exchanges include
• Western Union, Keystone, DSI, JPAY, MoneyGram
Because of the durability, performance and close integration of our
REACHOUT, Commissary Management, OMR Scanning, and Export
modules, KCN software returns inmate debits in the shortest possible
time after receiving the balance file from Weld County. This insures
that inmate balances are refreshed quickly, freeing the Weld County
staff for other business functions with minimum interruptions.
A typical cycle time for handling an import of over 4,000 balances,
scanning, processing and dispatching 1,500 orders, and returning a
balance file is just over 90 minutes.
As each inmate order is scanned, KeepTrak® debits and credits the
inmate accounts in real time while using the full KeepTrak Inmate
Trust and Commissary modules. If using Commissary only and
integrated with Inmate Trust system, KCN will work with current
system to achieve either real time or batch integration. In either case,
the inmate's account is debited or credited within the KeepTrak®
Inmate Banking module, reflecting commissary purchases.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
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4. System will limit inmate commissary purchases based on the dollar amount of $60.00
(excluding cost of headset radio), on dietary restrictions, classification, or housing assignment.
KCN Response: KCN has read, understands, agrees and will comply.
KCN software offers the widest possible set of order restrictions ranging from
items, categories, time -based purchasing, multiple spending limits, location -
based profiles, indigent purchasing. Following is a comprehensive list of KCN
restriction features:
Type of
Restriction
Description
Example
Scope
Quantity per
order
Any Item may be restricted to
any quantity.
For instance, any inmate may
be restricted to no more than 2
2 -pack Tylenols per order
Per
inmate,
per order
Quantity per
time span
In addition to the quantity per
order restriction, any item may
be restricted to any quantity
over any time span in days.
For instance, any inmate may
be restricted to no more than 4
2 -pack Tylenols over a 60 -day
period
Per
inmate,
per item,
per time
span
Orders per
time span
Any inmate may be restricted
from placing any number of
commissary orders over any
time span in days.
For instance, any inmate may
be restricted to no more than
four orders in thirty days
Per
inmate,
per time
span
Disallowed
item
Any item may be restricted
entirely from a given inmate
For instance, any inmate may
have smoked sausage restricted
entirely so that none may be
ordered
Per
inmate,
per item
Category
Quantity
Restriction
Any inmate may be restricted to
a given quantity of a collection
of related items
For instance, any inmate may
be restricted to ordering up to 7
candy items
Per
inmate,
per
category
Category Age
Restriction
Any inmate may be completely
restricted from ordering a class
of items on account of age
For instance, any inmate less
than 19 years of age may be
restricted entirely from
purchasing tobacco products
Per
inmate,
per
category
Spending
Limit
Restriction
Any inmate may be restricted to
a maximum dollar amount to be
spent per order
For instance, any inmate may
be limited to spending no more
than $50 per order
Per
inmate,
per order
Spending
Limit
Override
Any inmate may be granted a
spending limit override to order
a given item
For instance, any inmate may
be allowed to spend up to $40
on a tennis shoes, which
amount does not contribute to
the spending limit for the rest of
the items ordered
Per
inmate,
Per item
Restriction
Entire restriction grids
For example, an inmate in a
Per
Keefe Commissary Network
RFP # B0800144 "Inmate Commissary Service"
Pg. 2 7
Grid by
including combinations of any
female only pod can be
inmate,
Housing
of the above restrictions can be
automatically assigned to a
Per grid
Location,
Gender and /
or Age
applied automatically during
the scan process based upon an
inmate's location in the facility,
gender or age
female restriction profile
without user intervention.
5. Inmate kiosks will be initially capable of providing the following information to the inmate:
Account history (from date new system goes live), Commissary order entry (kiosk must show
pictures of products and be bilingual), and Static pages for facility to post general information
applicable to the inmates.
KCN Response: KCN has read, understands, agrees and will comply.
Our Edge® kiosk is designed for 4 main functions:
1. Account history
2. Commissary order entry
3. Facility information
4. Inmate calendar/request appointment
o An inmate is able to logon to the kiosk using one of three ways.
• Displayed to the inmate is a logon screen that will allow them to enter
there identifying number, i.e. booking number, facility number etc.
The inmate is then asked to enter his PIN#. This number is assigned to
them at book in and then changed by the inmate at first logon. The
facility is able to change this at any time back to a default and then
prompt the inmate to change the PIN# at next logon.
■ The inmate is able to present a barcode on a wristband to the attached
scanner. This scanner will then read the barcode and determine the
information to identify the inmate. The facility has the option of
having the inmate enter the PIN# again or allowing access after the
presentation of the wristband.
• The inmate is able to present an ID card to the attached dual card
scanner. This card scanner will then read the barcode or the magnetic
strip and determine the information to identify the inmate. The facility
has the option of having the inmate enter the PIN# again or allowing
access after the presentation of the wristband.
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• Once logged into the kiosk the inmate is displayed their full name,
booking number, available balance and their debt balance. In the
middle section of the screen they are able to choose either Account
history, Order Commissary and Facility Information.
• Account history — All debit and credit transactional information is
displayed to the inmate for the life of their account.
• Commissary order entry — Each inmate is able to create a "grocery list"
using the kiosk. An inmate is assigned a facility approved order form
which is displayed to them as their choices. Each order for is displayed in
category sections. The inmate will simply touch the category that will then
display the items to be added to the grocery list. KCN has chosen to
display pictures of all the products to the inmates allowing them to
understand fully what items they are requesting. This module will apply
all restrictions at the time the order is created Those restrictions are as
follows:
• Order for assignment
• Order form spending group limit
• Order form maximum spending limit
• Item category maximum spending limit
• Item maximum time quantity
• Item maximum quantity
• Resident indigence status
• Item indigence status
• Resident age
• Resident available balance
o Facility Information - Each facility is able to free from information using
the administration tool to display to the inmates. They are able to display
things such as FAQ's, meal menus, Inmate hand books and many other
things. This section is purely for the benefit of the facility. KCN has no
input to what is shown in this section.
Inmate calendar/request appointment — This feature give the facility
the ability to allow the inmates to submit their requests electronically.
Once the facility configures the type(s) of requests that the inmate is
allowed to submit the inmate will be able to logon to the kiosk and
submit the requests. The inmate will also be able to view their
calendar. The facility is able to post static calendar information as well
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
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as all approved inmate appointments that are a direct result of an
electronic request.
KCN kiosks feature product pictures and are bilingual, English and
Spanish.
6. All inmate kiosks shall be indestructible type kiosks suitable for use in a jail, tamperproof, with
steel encased housings and shockproof keypads. MI kiosk instruments shall be waterproof and
fireproof. All inmate kiosks will be mounted firmly to the wall including cabling to support the
kiosk. Mounting will be done in a secure manner and approved by the County's designee.
KCN Response: KCN has read, understands, agrees and will comply.
The Edge® Kiosk enclosure specification:
• Approximate size: 5" deep x 20-1/8" high x 18-3/8" wide
• 12 gauge sheet metal box details
• 2 piece `Telescoping' box design
• 1" radius edges (minimum) on the (4) corners on FRONT panel
• 2 each `standard' cam locks (on opposite sides)
• (4) mounting holes in back
• Powder coated painted finish - Black
• Monitor window to be NO smaller than 1/4" from edge (12" wide x 8" high
opening)
• (2) electrical duplex outlets mounted above monitor
• Includes (2) each of the following: metal box, outlet, compression fitting,
• coupler, and mounting bracket
• (2) holes and slots in top of kiosk box
• Electrical security switch (single -pole) with key
(B) Floor stand specifications
• Approximate BOX size: 24" square x 48" high
• Black powder -coated painted finish for ALL parts
• 2" `pass-thru' hole in TOP 'pan' and BOTTOM plate
• 12 -gauge steel top 'pan' *holds kiosk model — attaches with (4) bolts
• 'Pan' has 1" radius corners on all edges with 2-1/2" lip on front
• Upright pole made from 3" diameter steel tubing
• Upright pole has a 2" hole for electrical and computer connections
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
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Display:
The Planar LA15 is a 15" flat panel screen with an active matrix, thin-film
transistor (TFT), liquid crystal display (LCD) touch screen.
Features include:
• Direct analog signal input
• Active matrix TFT LCD technology
• 1024 x 768 XGA resolution
• 15" viewable display area
• 31.5 — 60 kHz horizontal scan
• 56 — 75 Hz refresh rate
• 0.297mm x 0.297mm pixel pitch
• 250 cd/m2(typ.)brightness
• 400:1(typ.) contrast ratio
• L/R=60°/60°,U/D=40°/60° viewing angle, CR=10
• Tr=4ms(typ.)/tf=12ms(typ.) response time
• 2CCFT backlights lamps w/30,000 hrs life
• Auto -adjustment function
• Multilingual OSD user controls
• VESA DPMS power saving
• Durable, 7 -wire resistive touch screen( for LA1500RTR)
Resistive for finger and pen interface
• Surface: Anti -glare treatment
• Interface: USB
• Durability:
• Note Life: 106 words (min.)
• Input Life: 107 times (min.)
• Hardness of surface = pencil hardness 2H (min.)
• Operating force=0.05-0.49N (5-50gf)
• Measured with R8 silicon rubber hardness 60°
• Transparency: 78percent
• HAZE = 5percent (typ.)
• Driver: Windows® 95/98/Me/NT/2000/XP,DOS,Win3.1, Win CEx86
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
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Wyse Terminal:
• 800 to 1GHz Processor
• 4 x USB 2.0 Ports
• 2 x Serial Ports
• 1 x Parallel Port
• 2 x PS2 Ports
• 10/100 Ethernet
• PCMCIA Slot
• Internal Smart Card Slot (optional)
• 256 MB Flash
• 256 MB DDR RAM
• 1600 x 1200, 24 Bit, 85hz maximum video resolution
7. The Vendor will be required to work with the facility to develop other uses for the kiosk in the
future.
KCN Response: KCN has read, understands, agrees and will comply.
8. The Vendor must design, engineer, write, own, install, and support its' own software/kiosks.
None of these factors can be performed, supported, or owned by a third party.
KCN Response: KCN has read, understands, agrees and will comply.
KCN employs its own software engineers to design and create the KCN
software based on the needs of our customers. The entire KCN software
package is owned, warranted, and maintained by Keefe Commissary Network.
9. Technical/ kiosk support must be provided at no additional charge by the Vendor's dedicated
technical staff, 24 hours per day, 365 days per year via an 800 phone line.
KCN Response: KCN has read, understands, agrees and will comply.
10. Installations, training, and technical support must be provided by the Vendor's dedicated
technical staff and may not be provided by a third party.
KCN Response: KCN has read, understands, agrees and will comply.
KCN provides comprehensive transition services to its new customers, services
that include installation and maintenance of hardware and software,
configuration, system integration, and onsite training. Other transitional areas
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 3 2
covered include:
o Gathering the officer roster — list of officers, officer duties,
suggested officer groups and authorizations.
o Primary contact information (names, numbers, roles) for
discussing current and new financials, daily business
operations, reconciling, etc.
o Gathering the current and new general ledger accounts, each
associated general ledger account events, and each associated
resident journal account events (credits and debits).
o Cash Drawer Management —
■ Is this feature required by the facility for streamline
control?
• Number of cash drawers.
o Facility's current every day business flow / operations / daily,
monthly, yearly reconciling.
■ Money flow — how is money (deposits and
withdrawals) handled from the time of booking to the
time of release.
• Method(s) of release — Checks, Cash, Money Orders,
JPAY debit release cards.
o Recoverable charges
• Provide a list of recoverable charges the facility would
like to use.
• Priority — deposit time, charge time.
• Recoverable percentage — what percentage of the
incoming deposit?
o Bank Account — Continue with existing bank account and use
prior check/prior deposit transactions or move to new bank
account.
o Determine if bank reconciliations will be managed within the
Keefe software.
• Recommended if depositing money and issuing checks
to/from the Keefe system.
• Training will take place from Keefe on how to
reconcile the software against a physical bank
statement.
o Check writing - Determine check printing requirements — laser
or tractor feed.
• Laser or tractor feed.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
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• Ensure that the facility has enough check stock or
orders new check stock with the bank in order to meet
the initial start up date.
• Will checks be hand written if printing checks is not an
option?
o Reports —
• Determine the current reports that the facility uses for
reconciling with their current system and new reports
that they would like to incorporate into their daily
activities with the Keefe software.
• Gather sample reports from customer.
o Positive pay — Determine if the facility currently uses positive
pay with the bank — if not will it be utilized.
• Positive pay — feature that allows an electronic file sent
from the Keefe software at the facility to bank of
checks issued/voided; feature also allows for an
electronic file to be sent from bank to facility of checks
that have been cleared (optional feature).
• Features are dependent on bank's ability to
accommodate.
o Software training arrangements
• Training room/environment.
• End user schedule provided by the Jail.
• End user guides/manuals provided by Keefe.
• Hands on workstations.
• Training/test database.
o Commissary
• Finalize item list.
• List of required inmate order forms.
• Restrictions:
• On items (quantities, date/time quantities).
• Based on inmate housing locations, etc. — if so,
procedure used for assigning inmates to specific
order forms.
• Order form spending groups, category groups, overall
commissary order form spending limit.
• Scan forms.
o Special features / services requested —
• Kiosks
• JPAY — electronic deposit, lobby Kiosks, debit release
cards
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
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• Phone order entry
• Money Gram
KCN Technical Services provides four areas of services to customers on a daily
basis, Contact Services, Escalation Services, Data Center Services, and Project
Services. In addition, KCN develops its own software/kiosks by means of its
Engineering / Development staff. Total staffing as of July 24, 2007 at the St.
Louis Corporate IT center is 19 support staff plus 8 engineering development
staff. This represents roughly 50% of the Corporate resources employed by
KCN and 15% of the Corporate resources of the Keefe Group as a whole.
Contact Services
o (8 staff as of July 24, 2007)— the first line of contact for service
requests is via phone or e-mail
o Phone requests are routed through CISCO Call Manger on a 24 x 7
x 365 basis — phone requests are placed by dialing 800 864-5986.
■ When are phone services available?
• Business hours are defined as 8 AM — 5 PM
Monday through Friday.
• During business hours, inbound calls are answered
by an administrative attendant. The administrative
attendant determines whether the call is related to
marketing, accounting, or technical services. If the
call is technical in nature, the attendant can route
the call either to the direct extension of an
individual technician or to the call -queue for the
first available technician.
o Calls queued for the first available
technician can travel through four staff
levels, with an increasing cumulative
number of extensions accessed throughout
wait -time.
If a queued call is not answered
within five minutes, the call is routed
to a voice mail extension which
records a message from the caller
and automatically begins paging a
group of six escalation phone
numbers
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
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o Calls directed to an individual technician are
subject to the current availability of that
technician at the time the call is transferred.
• Any inbound call outside of business hours can
access technical support by choosing option 7 on a
touch-tone phone. When option 7 is selected, the
call routing routine first checks for available staffed
extensions. If none are available the call is routed
to a voice mail which automatically begins paging a
group of six escalation extensions. On -call staff are
equipped with notebook computer systems
integrated with wireless internet access and VPN
access to the KCN Corporate Service Center.
o E-mail requests are monitored during business hours by a
designated Service Center administrator.
• The Solutions Center administrator screens e-mail either
for immediate response or for escalation as a service event.
• If escalated to a service event, the Service Center
Administrator opens a CRM Case and either assigns the
case to a technician or adds the case to the service ticket
queue.
o Contact Services Staff are located at the KCN Service Center
Corporate Office in St. Louis MO Monday through Friday 6 AM —
7 PM CST
o On -Call Staff are located off premises Monday through Friday 5
PM — 8 AM, Saturday and Sunday 24 hrs per day, and Monday
morning 12 AM — 8 AM.
• On -Call staff are located at the KCN Service Center Office
in St. Louis MO Monday through Friday 8 AM — 5 PM
o All customer support cases are documented in Microsoft CRM.
History is available to all field sales staff and regional management
on a real time basis.
o Examples of first line support services
• Resolution of communications errors
• Analysis of hardware errors and replacement of defective
hardware
• Standard end -user training
• Order Tracking, Order Processing, Pricing Updates
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 36
Escalation Services
• (4 staff as of July 24, 2007) — delivery of complex helpdesk service
requirements. Contact Services escalate more complex service
requirements to a higher level of complexity and urgency
• Examples of complex service requirements
• Recovery of failed hard drive and / or data recovery
• Re -configuration of standard software features including
o accounting profiles
o commissary restrictions
o integration settings
o communications setup
o bank, check and cash management features
o receipt settings
o standard installations and upgrades.
• Analysis and reporting of software errors
• Specialized end -user training
• Standard Software Upgrades
Data Center Services
o (2 staff as of July 24, 2007)— operation and control of corporate
computer systems relating to the customer
o Hardware and software procurement and inventory
o Customer hardware/software pre -configuration
o Central Server Controls
• Server Monitoring
• Production
• DR site
• DR readiness
• Data replication
• IP address changeover
• Telco forwarding
• Activation Procedures
o Customer Backup Maintenance
• Customer backups are limited to DB2 data files
• DB2 Backups are either
o generated and stored at the customer site and
forwarded to the KCN Service Center daily
through an IP connection (port 80 for http or
port 443 for https)
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• The KCN Data Center staff monitor
forwarded backups on a weekly
basis. If the forwarded backup is not
current, Data Center staff open a
CRM Case for follow-up by Contact
Center staff to resolve the backup
delay.
o generated and stored at the customer site and
not forwarded to the KCN Service Center (if
intemet access through either port 80 or port
443 are prohibited by the customer)
■ If the DB2 Backup is not forwarded
to the KCN Service Center, the
location and timestamp of the most
current backup is logged to the KCN
Service Center each time the
customer transmits a batch of
commissary orders.
• KCN Data Center staff
review backup logs to
determine whether backups
that are not transferred to the
KCN Service Center are not
current. If the locally stored
backup is not current, Data
Center staff open a CRM
Case for follow-up by
Contact Center staff to
resolve the backup delay.
Project Services
o (5 staff as of July 24, 2007)— planning and implementation of
software, hardware and network deployments at customer sites -
o New account — first time installation of hardware and software -
Project technician to receive and review approved system quote
and new KCN account information documents.
- Contact account manager on any questions or inquiries
regarding the account setup to ensure regional and facility
expectations are met.
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- Hardware and equipment needed for the installation on site is
purchased.
- Project technician creates a KCN transition document — this
document may vary depending on the complexity of the new
account. The document will be a working plan between Keefe
and the facility. It will include some of the following topics
that the project technician will gather from the key contacts at
the facility:
o Computer layout at the facility — how many computers
will Keefe provide, how many computers will the jail
supply that the Keefe software will be installed on
■ Jail computers — what windows operating
system, size of hard drive, RAM, etc.
o Facility network infrastructure
o Server(s) — model, configuration details
o Remote access — which enables KCN help desk
technicians assist with customer questions, inquiries,
problems
o Backup method
o Data conversion
o Integration details — contacts, file specifications, etc.
o Special features / services requested — positive pay,
paid check, debt write off, merge resident, Kiosks, On-
line deposits, special order entry methods,.prepaid
sales, etc.
o Officer roster — list of officers, officer duties, groups
o General ledger accounts and associated GL account
events
o Number of used cash drawers
o Facility's current every day business flow / operations
o Resident account events
o Recoverable charges — priority and recovery percentage
o Order forms — commissary restrictions
o Bank account
o Check printing / layout
o Software / system reports
o Training — room / structure / end user schedule / end
user manuals
When the equipment is received in the KCN office, the project
technician will build and configure the hardware to meet the
requests of the facility.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
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Final configuration and setup of account management, officer
management, inmate banking module, commissary module,
reports, etc.
- Final configuration, setup, and testing of all integrated systems
(booking, fund, sale integrations) in the KCN Corp. office prior
to on site implementation.
Prepare for on site end user training (manuals, tip sheets, user
scheduling, training computers, training classroom)
- Project technician on site visit for hardware installation, end
user training, and implementation of Keefe software
applications.
Once the on site visit has been completed, the project
technician will follow up with the customer to ensure
satisfaction and open items have been resolved — all detailed
information is then documented in CRM.
■ Current account — complex upgrade of hardware and/or
software — for example, a new feature which involves
changes to business processes, server and/or
workstation operating system or database level,
network topology, etc
• Review of new features / equipment required for upgrade
• Receipt of signed authorization to proceed with equipment /
software changes
• Testing of new features / hardware required for upgrade
• Development of transition plan
• Preparation for additional on -site training if required for the
upgrade
Engineering and Development Services
• (8 staff as of July 24, 2007) — specification and development of
hardware / software solutions for correctional commissary
environments. Engagement at this level requires KCN corporate
review / approval of customer requests sponsored by KCN regional
representatives on behalf of the customer.
• Review and analysis of business requirements for new solutions
and/or changes to current solutions
• Development of design specifications for new features
• Development of cost estimates for new features
• Development of timelines for new features
• Coding and Testing of new features
• Testing and early deployment of new features
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
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• Maintenance for current feature set
11. The Vendor owned commissary software must be directly linked to the Vendor's host billing
system so that purchases and credits posted in the commissary software will automatically
generate the Vendor invoices and credits.
KCN Response: KCN has read, understands, agrees and will comply.
Keefe provides an electronic and manual solution for handling the return of
commissary orders.
The procedure for crediting accounts is inherent within the Keefe Commissary
Network software. If different software is used, the credit procedure has to be
completed manually by completing a return form and sending the credit request
via fax.
Using the refund feature of the Commissary module in the 'Sent Orders' screen,
facility staff may automatically generate a commissary credit to an inmate
account by selecting the item(s) from the order that were missing or damaged.
The entire order may also be credited at this point in the event that the inmate
left the facility prior to delivery of the order.
If an inmate is released prior to getting his/her order, the facility will have the
option of refunding the entire amount of the order to the inmate's account with
the facility receiving a credit on the subsequent invoice, or the facility can set a
policy where inmates will have a set time period to pick up their order from the
facility.
12. In the event the County will require integration with a 3rd party's software, the Vendor must pay
for said integration with the 3rd party if and when required by the County.
KCN Response: KCN has read, understands, agrees and will comply.
13. Each vendor will provide previous experience in successfully integrating with jail management
systems including details on the process and level of integration. Each vendor will provide a list
of jail management systems it is capable of integrating with. Tiburon is the county's current jail
management system.
KCN Response: KCN has read, understands, agrees and will comply.
KCN software interfaces include information exchanges at numerous levels
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 41
• KCN's KeepTrak® Inmate Banking System interacts with a
variety of JMS / OMS for the following types of information
exchanges
• Identification — booking id, permanent id, offender name,
date of birth, gender, ethnicity for opening and/or updating
an account
• Location — Facility, Unit, Block, Cell for restriction
assignments and delivery rosters
• Release - used for reconciling in -custody population with
active accounts and for abandoned funds processing
• Payroll — receives and processes finalized payrolls from
partner systems
• Partner Vendors for these types of exchanges include
• Syscon, DSI, Keystone, AIMS, Eagle, FSG, ILEADS,
Intergraph, Emergitech, JALAN/THE, Tiburon, SIRS,
Motorola-OffenderTrak, CCIS, New World, North Point,
OSSI, Paragon, CISCO, and numerous County and State
in-house Systems
• KCN's KeepTrak® Commissary / Inmate Banking System
interacts with a variety partner banking systems for the following
types of information exchanges
• Debit / Credit account — used to post transactions to partner
financial systems for commissary, deposit services, e-mail,
etc
• Partner Vendors for these types of exchanges include
• Syscon, DSI, Abbey Group, CACTAS, Black Creek.,
JALAN/HTE Sun Gard, Lock & Track, New World,
Spillman, Tiburon, TSG, and numerous County and State
in-house systems
• KCN's KeepTrak® Commissary / Inmate Banking System
interacts with a variety partner phone, vending, email systems for
the following types of information exchanges
• Pre -Paid services — used to forward phone, vending or other
pre -paid amounts collected through commissary order entry
to partner vendors
• Real-time Phone debit — encumbers and debits the inmate
account on behalf of the phone system and forwards paid
amounts to partner vendors
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 4 2
• Phone Order Entry — self contained KCN logo IVR server
system sharing phone lines / handsets with facility phone
system
■ Partner Vendors for these types of exchanges include
• ICS, PCS, Securus, DSI/ITI, GTL, CPC
• KCN's Managed Services interacts with partner deposit and
service providers, partner release service providers and/or partner
financial systems to supply deposit sources to family members and
postings to inmate accounts
• Partner Vendors for these types of exchanges include
• Western Union, Keystone, DSI, JPAY, MoneyGram
14. Each vendor will describe the evolution and provide a timeline in its software development.
KCN Response: KCN has read, understands, agrees and will comply.
The KCN Commissary software was developed with significant input from
corrections facility clients. KCN encourages and appreciates requests for
software modifications and enhancements, and has a procedure for accepting
and tracking requests.
Our Software Development Committee reviews all suggestions and requests to
determine their viability and estimate the required investments in time and
money. Suggestions that offer improvements for multiple facilities or represent
industry wide applications are strongly considered. Timeframes for
development may vary widely based upon their complexity and the scope of
their impact upon multiple clients. Please see the policy below:
KCN develops its own software by means of its Engineering / Development
staff. Engineering and Development Services (8 staff as of July 24, 2007) — is
solely responsible for the specification and development of hardware / software
solutions for correctional commissary environments. Engagement at this level
requires KCN corporate review / approval of customer requests sponsored by
KCN regional representatives on behalf of the customer.
• Review and analysis of business requirements for new
solutions and/or changes to current solutions
• Development of design specifications for new features
• Development of cost estimates for new features
• Development of timelines for new features
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 4 3
• Coding and Testing of new features
• Testing and early deployment of new features
• Maintenance for current feature set
KCN was the first commissary provider to introduce the following features /
technologies:
• SQL relational database - 1993
• Completely point and click Graphical User interface - 1993
• Active General Ledger - 1996
• Interactive visual check writing - 1997
• Held Funds with exception for commissary spending - 1998
• A true Windows version of the software - commissary 1998,
banking 1999
• Full dual entry accounting - 1999
• Context sensitive GL reporting - 1999
■ Real -Time Refunds with automated billing - 1999
• Interactive Bank Reconciliation - 2000
• Web -browser account history inquiry - 2002
• Stored prior Bank Reconciliations - 2002
■ Browser -based lite commissary / banking (KCN Select) - 2003
• Originally intended for assisted living centers and later
attempted to adapt for small jail use - not implemented
• Sarbanes-Oxley compliant Cash Flow Management - 2003
• Automated Bank Rec from Bank file export - 2004
■ Centralized multi -site web -based inventory - 2005
• Thin -client keyboard -free real time Point of Sale System — 2005
• Debit Card Release — 2007
• CYBERSUITE Deposit Services - 2007
KCN significantly improved an existing feature for the following:
• Inmate Banking Ease of use - 1993 and 1999
• Inmate Property System - 1994 and 1999
• OMR Scanning - 1995
• Cost Recovery - 1996 and 2001
• Grocery till verification - 2002
• Automated Abandoned Funds feature - 2002
• Cash Drawer review - 2003
• Automated Expire Check feature - 2003
• Cart -based point of sales system real-time - 2004
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
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• Inventory over Web Services — 2005
• Secure Point of Sale store system over Web Services - 2005
• Inmate Self -Service Pod Kiosk - 2006
• Turnkey Bag & Deliver Commissary System with OMR scanning,
pick slip printing, inventory management and grocery till
verification (PADOC / PCI) - 2006
• Centralized Deposit Services — 2007
• Cash / Credit / Debit Acceptor Lobby self service kiosks for
Deposit Services — 2007
• Debit Card Release - 2007
15. The operating system should be based on Microsoft Windows.
KCN Response: KCN has read, understands, agrees and will comply.
16. Describe the types of databases used for the backend systems.
KCN Response: KCN customers are provided:
Off -site Database Backup Service:
KCN DB2 database tables are automatically backed up on a daily basis. A
compressed copy of these tables may be transported to the KCN Technical
Services Data Center via a password protected secure web connection.
(These extracted data are also available for storage at the facility within
the facility's current backup storage procedures)
Backup server service — cold spare depot
Would include the storage of a 'cold spare' server CPU at the Regional
Distribution Center or the Central KCN Technical Services data center. In
the event of a server failure at the facility, the cold spare could be installed
and the database restored in a matter of hours by KCN staff At such time
as the original server is repaired the process can be repeated at off-peak
hours to re -introduce the original server, and return the 'cold spare' to
depot status. The cost of 'depot - backup server service' is reflected in the
cost proposal
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 4 5
17. Describe the typical server configurations including preferred provider.
KCN Response: The KCN software system operates in either standalone or
client / server environments. The IBM DB2 database product is installed on
Win XP SP2 for standalone systems and Win 2003 Server for client/server
environments. Client software runs on Win XP desktops, and attaches to the
database server by means of IBM DB2 Client configuration services.
Supported network protocols include TCP/IP, NetBEUI, APPC, IPX/SPX, and
Named Pipes. Supported network media / topologies include Ethernet, Token
Ring, Fiber Optic, Routed and/or dialup connections. Connectivity between the
IBM DB2 database and other database products is established either through the
native ODBC capabilities of DB2 or through customized interfaces negotiated
under contract with KCN
18. Primary servers should be housed at our main office.
KCN Response: KCN has read, understands, agrees and will comply.
19. System should be capable of working in a clustered environment.
KCN Response: KCN has read, understands, agrees and will comply.
20. Diagram system components as they would work best with one another including a clustered
environment.
KCN Response: Please see diagram below
Keefe Commissary Network
KCN FTP site
for data exchange
DMZ
RFP # B0800144 "Inmate Commissary Service"
Pg. 4 6
Sheriffs Dept JMS /
Inmate Bank"
Sheriff Dept Workstations
JMS/tnrnate 8ardcin0
- Order Dispatch
FTP Data Exchange
- VPN Remote AAanagement
• port 50000 KCN Database Server
• IIS port 80 or 443 Edge& Kiosk
websKe and Edge* Kiosk
Administration website
• KeepTrakt Commissary rich
client for processing kiosk orders
KCN Commissary
Database D82 Server
& Kiosk Intranet ItS
VLANI
VLAN 2
Inmate Edge® Kiosks
WinTerm — XP Embedded
Windows Shell Replacement
Boot to Internet Explorer — Kiosk Mode
Pot1 SO or 443 - Intranet
KCN Commissary
Order Dispatch
Station
— Rich Client
Keefe Commissary Network. LLC — proprietary copyright C 200$
21. Public users must remain separate from the inmate users and backend systems.
KCN Response: KCN has read, understands, agrees and will comply.
Using the combination of officer groupings and transaction authorization
groupings within the respective KCN Officer Management and KCN Account
Management software modules facility administrators can craft an unlimited
number of security access levels relating to jail staff. Restrictions can be
applied at the individual level, the group level, the journal level, the functional
level (i.e., void capability) and the workstation level.
22. Backups will be performed on the system in a timely manner and will require the system to
close or image database so that it can be backed up properly.
KCN Response: KCN has read, understands, agrees and will comply.
KCN DB2 database tables are automatically backed up on a daily basis.
Keefe Commissary Network
RFP # B0800144 "Inmate Commissary Service"
Pg. 4 7
23. Discuss the client configuration including whether it is a thick client or web -based.
24. All transactions must include an audit trail.
KCN Response: KCN has read, understands, agrees and will comply.
Each financial transaction relating to an inmate account becomes a record in the
RES JOURNAL table of the KCN multi-user, multi -site database. The record
includes the inmate's account code and the date, amount, timestamp (to the
millisecond), workstation ID, officer ID, description, receipt number, cross-
reference to related transactions (e.g. recoverable, bank reconciliation, general
journal, etc), and the transaction code (e.g. DEPCASH, DEPMO money order,
EPR electronic commissary purchase, ERF refund, CHECK, etc. [these
transaction codes are both unlimited and 100 percent user definable]).
Depending on the nature of the transaction type, i.e., recoverable, associated
transactions may also be entered in other journals such as the recoverable
registers, the check queue, the general journal, etc. During the creation of a
commissary order, each line item of order request detail is committed to the
ORDERDET table and is linked to the inmate account by a cross-reference in
the ORDERIDS table. Order detail is then classified with rejection codes,
indicating whether the inmate is allowed the item or the quantity as a standalone
restriction or in combination with other purchase or restriction patterns specified
by the sheriffs department, and implemented by means of KCNs order form
restriction profile subsystem.
The inmate's balance is the net credit amount after deducting debits in the
RES JOURNAL. The inmates' recoverable balance is the net debit amount
after deducting credits in the recoverable registers. Both of these balances are
viewable at all times from the inmate accounts register.
Recoverables are further classified by recoverable types, such as MEDCOPAY,
DAMAGES, COURTFEES, etc. These balances are presented in real time at the
Inmate Accounts panel, Inmate Property panel and the commissary order entry
panel of the KCN Inmate Banking and Commissary System.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 4 8
Transactions related to inmate accounts are summarized in the General Journal
under the title RES ACCT, viewable and printable at various user screens
throughout the Inmate Accounts module and subject to ad hoc query capabilities
in the KCN Inmate Transactions reporting module. All other General Journal
Account transactions are stored in the GL_JOURNAL table, which has a record
layout similar to that of RES_JOURNAL General Journal transactions are
grouped by Account in the General Journal and are summarized by month and
year. Using the scalable trial balance feature of the General Journal,
transactions may be grouped and reported on for any time span, including
accounting periods asynchronous to common calendar spans such as months
and years. For example, the GL Trial Balance Feature may be employed to
group transactions by a Fiscal year such as October 01, 2000 - September 30,
2001, or into smaller accounting periods such as five -week 'months' for
reporting purposes. General Journal reporting is also context sensitive, such
that users can produce reports based on multi -selected line items in summary or
detail amounts at the General Journal View.
The complete audit trail then begins at the highest level in the General Journal
View and extends through the Inmate Accounts screens through the KCN
inmate transactions reporting module. Should there be any additional audit
requirements beyond what is standard provided, KCN staff are skilled in
constructing direct database SQL, and/or sheriffs staff may employ third party
products that can query and report directly on the UDB database via ODBC or
indirectly on the comma delimited ASCII files created during the daily backup.
The KCN software application will not allow alteration of source data
committed to the DB2 database during the course of data entry by facility staff.
KCN employee security policies stipulate that no KCN Database Administrator
is allowed to update DB2 source data without the express written consent of a
facility administrator qualified to make such a judgment.
Data fields can be customizable to meet the facility's business needs.
The Keefe software system allows for user definable fields for all accounting
entities and commissary functions including bank information, general ledger
accounts, accounting transactions, receipts, receipt numbering, commissary
items, commissary restrictions, officer identification, officer authorizations,
workstation authorizations, and global reference fields. Wherever these options
appear to the user in drop -down format, the user defined fields are presented in
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 4 9
the drop -down list. The extent of the items visible on the list is also controlled
by the individual user and workstation authorizations, such that one user may
see more or less options than another user, and a user at one workstation may
see more or less options than that same user sees at a different workstation. All
of these settings and authorizations can be controlled by the County with proper
authorization within the Keefe software.
25. The audit trail should not be alterable by any person.
KCN Response: KCN has read, understands, agrees and will comply.
The KCN software application will not allow alteration of source data
committed to the DB2 database during the course of data entry by facility staff.
26. Data fields should be customizable to meet our business needs.
KCN Response: KCN has read, understands, agrees and will comply.
Data fields can be customizable to meet the facility's business needs.
27. Code table data behind drop down fields should be customizable to meet our business needs.
KCN Response: KCN has read, understands, agrees and will comply.
28. Discuss how and when we receive major and minor upgrades.
KCN Response: As a KCN customer, the COUNTY will be entitled to review
and request any software upgrade declared by KCN to be generally available as
a result of new development and testing. Historically, KCN has provided at
least two generally available software release updates annually.
29. Upgrades should be included within a maintenance contract.
KCN Response: KCN has read, understands, agrees and will comply.
The KCN hardware and software will be provided, warranted, and maintained
by KCN at no cost to the County for the life of the Agreement. During the term
of the Agreement, KCN agrees to keep current both the KCN hardware and
software. Any and all upgrades of hardware and software as well as additional
training to facility staff will be provided by KCN at no cost to the County for
the life of the Agreement.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 5 0
30. System upgrades should be fully tested and QA'd prior to installation on our production servers.
KCN Response: KCN has read, understands, agrees and will comply.
31. Discuss how logins are created for system users other than inmates.
KCN Response:
Using the combination of officer groupings and transaction authorization
groupings within the respective KCN Officer Management and KCN Account
Management software modules facility administrators can craft an unlimited
number of security access levels relating to jail staff. Restrictions can be
applied at the individual level, the group level, the journal level, the functional
level (i.e., void capability) and the workstation level.
32. Logins should fit into certain user -defined roles that might include administrator, accountant,
public user, inmate, etc.
KCN Response: KCN has read, understands, agrees and will comply.
Using the combination of officer groupings and transaction authorization
groupings within the respective KCN Officer Management and KCN Account
Management software modules facility administrators can craft an unlimited
number of security access levels relating to jail staff. Restrictions can be
applied at the individual level, the group level, the journal level, the functional
level (i.e., void capability) and the workstation level.
33. Identify which fields are typically pulled or updated from and to the Jail Management System.
KCN Response: KCN can engineer this type of integration in 2 basic forms:
1. A flat file generated from the partner database and saved in a
common/shared directory that Keefe's service can pull in and
process in the Keefe software on a scheduled basis or as the file
appears.
2,
Keefe can use an ODBC database connection into the partner
database to gather new inmate information and modifications to
the inmate records.
The following are the fields that are typically used in this type of
integration:
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 51
Booking ID
Permanent ID
Last Name
First Name
Middle Name
Location 1(Block) Max Len 5
Location 2(tier)
Location 3(cell)
SSN
Admit Date
Admit Time
Release Date
Release Time
Gender
DOB
Race
Height feet
Height inches
Weight
Street Address
City
State
Zip
Max Len 15 (this is the instance number)
Max Len 15 (this is the name or person number)
Max Len 25
Max Len 15
Max Len 15
Max Len 5
Max Len 5
Max Len 11 (123-12-1234)
YYYYMMDD (preferred format / others accepted)
HHMM (preferred format / others accepted)
YYYYMMDD (preferred format/ others accepted)
HHMM (preferred format / others accepted)
M or F (preferred values / others accepted)
YYYYMMDD (preferred format / others accepted)
Len 1
Max Len 35
Max Len 35
Max Len 2
Max Len 10 12345-1234 (preferred format)
34. Discuss how training is held for WCSO employees.
KCN Response: Initial training can be estimated along functional lines.
• Staff primarily responsible for intake and release, including initial
deposits, initial charges, cash and check withdrawals at closeout and
cash drawer balancing should plan on 4 - 6 hours of training per staff
member not to exceed six members per training session
• Staff responsible for commissary order entry, restrictions management,
refunds, etc should also plan on 4 - 6 hours of training per staff
members not to exceed six members per training session.
• Staff responsible for fiscal management, including reconciling cash
drawers, bank deposits, General Journal entries, and fiscal reporting
including the Inmate Control Account, Bank Reconciliation, Collected
Recoverable distributions, payments to vendors, welfare fund, City
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 5 2
and/or County service groups should plan on a full day of training
following a four hour pre -planning session to establish financial
profiles and restrictions prior to general staff training. These sessions
also should not exceed six members per session.
Documentation output from the training sessions will include customized
procedure guides to be included in three forms: on-line as 'RoboHelp Info'
books, browser accessible as local web -sites, and in paperback bound format.
These guides become materials for ongoing training in the event of staff
turnover during the length of the contract.
Ongoing assistance is offered through our 24 - 7 - 365 toll free assistance line
staffed by KCN Technical Services training personnel.
KCN will be responsible for inputting all commissary orders and supply all
commissary order forms.
35. There should be a web -based, view only feature included with the system.
KCN Response: KCN has read, understands, agrees and will comply.
36. All upgrades or system changes will flow through a change control process in which the vendor
provides information on specific changes and provide a back out plan.
KCN Response: KCN has read, understands, agrees and will comply.
37. Training should be provided to WCSO to provide first line of support for system.
KCN Response: KCN has read, understands, agrees and will comply.
38. The Vendor's system can not be connected to the County network , and the County will not
provide Internet access.
KCN Response: KCN has read, understands, agrees and will comply.
39. All associated cabling and equipment would need to be Vendor supplied and supported.
KCN Response: KCN has read, understands, agrees and will comply.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 5 3
40. The County may provide limited space and controlled access to secure wiring closet to locate
equipment. Space requirements would need to be submitted with the RFP to determine if the
necessary space is available.
KCN Response: KCN has read, understands, agrees and will comply.
41. The Vendor will need to adhere to the standard requirements for data center use.
KCN Response: KCN has read, understands, agrees and will comply.
42. Physical access to the data closet will be in accordance with County Policy.
KCN Response: KCN has read, understands, agrees and will comply.
N. Accounting Software:
Currently the County has a limited access program with our Jail Management System for processing
our commissary activities. Vendor will be responsible at their expense to design an accounting
program that will work with our current program, or at the Vendor's expense contract with our Jail
Management System provide (Tiburon) for the development and maintence of an accounting
program that can be integrated with our Jail Management System. Details of our current
commissary accounting program will be provided upon request. A quote from our Jail Management
System provider (Tiburon) for a Commissary interface program will be provided upon request.
KCN Response: KCN currently has a funds level interface with Tiburon is in place
at Weld County that is used to process commissary orders. A funds level interface
is used when a facility is using the KCN commissary software and their JMS inmate
banking. This is what is currently in place at Weld County and was requested in
this RFP.
Upon notice of intent to award, if Weld County is interested in using the KCN
KeepTrak Inmate Banking Software, KCN is willing to participate in a discovery
and disclosure session with appropriate County staff regarding a booking
integration with the current Jail Management System. Our integration software
features include file -based and real-time exchanges of booking, housing, and
classification data with host Jail Management Systems of a wide variety. In most
cases the integration can occur by configuring our current REACHOUT product to
retrieve information from an FTP folder. Other options are also available.
Should the discovery session conclude with additional programming requirements
that exceed the standard -configured nature of our current integration tools, County
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 54
staff and KCN staff would be required to submit scope or work estimates including
design specifications and joint commitments for project development. The cost and
timing of these additional programming efforts, should they be required, would
become a subject of contract negotiations.
The accounting system shall provide a detailed description of all accounting procedures, to include
automated systems. The software must be able to maintain a permanent receivable account for each
individual inmate and must be able to provide various reports on sales, commissions, and total sales
by item, location, and by individual inmate. The hardware and software must be operational on an
on -site and off -site basis.
KCN Response: The KCN software provides premier cash controls for handling
original inmate funds. The Cash drawer manager features end -to -end workflow and
audit trail of all cash transactions. Our Sarbanes-Oxley related features include:
Authorization Controls
• More than one -hundred separately authorize -able functions
ranging from access to smart icons to groups of accounting
transactions to cash management and GL functions to inmate
property controls
■ Independent user authorization IDs that can be added to user -
defined groups for ease of management and change control
• Application idle timeouts with automated logoff
• Independent workstation authorizations that can be added to
workstation groups to limit activities in sensitive areas such as
cash handling, check writing
• Inquiry only modes to prevent unauthorized updates to inmate
and/or General Ledger Accounts
• Each financial transaction retains the user id, station id,
timestamp, and unique numeric record key.
Cash Management
• Enforced Drawer Counts
■ Automated drawer closing and transfer procedures
• Lockout of Cash transactions if drawer is not opened
• Cash drawer approval workflow including recount, over &
short investigation, supervisory adjustment, pooling of
approved drawers into a single bank deposit, on-line review of
all drawer activities including counts, changes, approvals,
deposits
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 55
Active Real Time General Ledger
• Access controlled by user ID and station ID
• Enforced Dual Entry Accounting
• Summarization of transaction amounts by month, year
■ Trial Balance from any date to any date
• Context sensitive transaction codes, authorized by account,
user, and workstation
Check Register and Bank Reconciliation
• Ability to use pre -numbered or blank check stock
• Ability to record bank account, routing, and check ID with
magnetic ink printing technologies to ensure that all checks
recorded to the system are printed from the system
• Simple and Advanced on-line query capabilities including
dollar ranges, date ranges, check number ranges, payee wild
card search, inmate issuing check, and transaction type
• Ability to update status to cleared, voided, expired
• Automated Bank to Book Reconciliation with the ability to
record and retain bank opening and closing balances and dates,
documents cleared, bank charges and credits.
• Positive pay check issue transfer to allow bank to flag possibly
fraudulent checks
• Automated bank reconciliation capabilities to receive check
and deposit status in electronic format from bank
Transaction Controls
• Ability to set out of range transaction warnings
• Ability to apply holds to suspect deposits
■ Ability to limit the transaction types viewable from data entry
panels based on user ID and station ID
• Automated account close features to avoid errors in applying
closing amounts
• Ability to Encumber funds for Release Aid
• Pending commissary order amounts reserved to avoid over-
spending the inmate's balance
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 56
Integrity and Audit Trail
■ Each financial transaction relating to an inmate account
becomes a record in the RES JOURNAL table of the KCN
multi-user, multi -site database. The record includes the
inmate's account code and the date, amount, timestamp (to the
millisecond), workstation ID, officer ID, description, receipt
number, cross-reference to related transactions (e.g.
recoverable, bank reconciliation, general journal, etc), and the
transaction code (e.g. DEPCASH, DEPMO money order, EPR
electronic commissary purchase, ERF refund, CHECK, etc.
[these transaction codes are both unlimited and 100 percent
user definable]).
■ Depending on the nature of the transaction type, i.e.,
recoverable, associated transactions may also be entered in
other journals such as the recoverable registers, the check
queue, the general journal, etc. During the creation of a
commissary order, each line item of order request detail is
committed to the ORDERDET table and is linked to the inmate
account by a cross-reference in the ORDERIDS table. Order
detail is then classified with rejection codes, indicating whether
the inmate is allowed the item or the quantity as a standalone
restriction or in combination with other purchase or restriction
patterns specified by the sheriffs department, and implemented
by means of KCNs order form restriction profile subsystem.
• The inmate's balance is the net credit amount after deducting
debits in the RES JOURNAL. The inmates' recoverable
balance is the net debit amount after deducting credits in the
recoverable registers. Both of these balances are viewable at
all times from the inmate accounts register.
■ Recoverables are further classified by recoverable types, such
as MEDCOPAY, DAMAGES, COURTFEES, etc. These
balances are presented in real time at the Inmate Accounts
panel, Inmate Property panel and the commissary order entry
panel of the KCN Inmate Banking and Commissary System.
• Transactions related to inmate accounts are summarized in the
General Journal under the title RES ACCT, viewable and
printable at various user screens throughout the Inmate
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 5 7
Accounts module and subject to ad hoc query capabilities in
the KCN Inmate Transactions reporting module. All other
General Journal Account transactions are stored in the
GL JOURNAL table, which has a record layout similar to that
of RES_JOURNAL. General Journal transactions are grouped
by Account in the General Journal and are summarized by
month and year. Using the scalable trial balance feature of the
General Journal, transactions may be grouped and reported on
for any time span, including accounting periods asynchronous
to common calendar spans such as months and years. For
example, the GL Trial Balance Feature may be employed to
group transactions by a Fiscal year such as October 01, 2000 -
September 30, 2001, or into smaller accounting periods such as
five -week 'months' for reporting purposes. General Journal
reporting is also context sensitive, such that users can produce
reports based on multi -selected line items in summary or detail
amounts at the General Journal View.
• The complete audit trail then begins at the highest level in the
General Journal View and extends through the Inmate
Accounts screens through the KCN inmate transactions
reporting module. Should there be any additional audit
requirements beyond what is standard provided, KCN staff are
skilled in constructing direct database SQL, and/or sheriff's
staff may employ third party products that can query and report
directly on the UDB database via ODBC or indirectly on the
comma delimited ASCII files created during the daily backup.
• The KCN software application will not allow alteration of
source data committed to the DB2 database during the course
of data entry by facility staff.
• KCN employee security policies stipulate that no KCN
Database Administrator is allowed to update DB2 source data
without the express written consent of a facility administrator
qualified to make such a judgment.
• Data fields can be customizable to meet the facility's business
needs.
o The Keefe software system allows for user definable
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 5 8
fields for all accounting entities and commissary
functions including bank information, general ledger
accounts, accounting transactions, receipts, receipt
numbering, commissary items, commissary restrictions,
officer identification, officer authorizations,
workstation authorizations, and global reference fields.
Wherever these options appear to the user in drop -down
format, the user defined fields are presented in the drop -
down list. The extent of the items visible on the list is
also controlled by the individual user and workstation
authorizations, such that one user may see more or less
options than another user, and a user at one workstation
may see more or less options than that same user sees at
a different workstation. All of these settings and
authorizations can be controlled by the County with
proper authorization within the Keefe software.
Security Controls
• The entire KCN software system is protected by password
security both at the feature level and at the individual
accounting transaction level. The logon display is presented at
various points to validate the User ID and password.
■ In the Officer Management and Account Management, and
local workstation setup Systems Administration Modules,
facilities can design and enforce virtually infinite levels of
security at the group, individual, and workstation levels, as
well as define a full chart of accounts, create customized
accounting transactions, setup recoverable percentages,
configure receipt and check printing formats, and define the
most comprehensive set of commissary order entry restrictions
available in the industry.
• Additionally, the authorizing User Id, workstation number, and
time stamp (to the millisecond) are permanently recorded on
each financial transaction to enable audit -ability and
accountability at the record level.
• Logins can fit into certain user -defined roles that might include
administrator, accountant, public user, inmate, etc.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 5 9
Accounting Principles Incorporated into the KCN KeepTrak
Software
Dual Entry Accounting and GAAP
■ The KCN Inmate Banking System software is a dual entry
accounting system that records deposits (initial and ongoing),
withdrawals, refunds, commissary purchases, and closeout of
inmate accounts. It allows users to add their own "transaction
types" at the site level (example -trustee pay, medical charges,
haircut charge, etc.). Each transaction entered will create and
print a receipt, and will be tracked in all reports for accounting
purposes, according to Generally Accepted Accounting
Principles (GAAP).
Real -Time General Ledger
■ The KeepTrak system includes a general ledger. The KCN
software provides an unlimited number of user defined
accounting transactions and an unlimited number of user
defined General Ledger Accounts. This enables the
establishment of both a Chart of Accounts and standardized
transaction events that affect these accounts, including
adjusting and closing entries, transfers from subsidiary ledger
accounts to General Ledger Accounts, clearing accounts that
can accept closing entries at the end of an accounting period.
Journal Structure and Fiscal Periods
■ Transactions related to inmate accounts are summarized in the
General Journal under the title RES ACCT, viewable and
printable at various user screens throughout the Inmate
Accounts module and subject to ad hoc query capabilities in
the KCN Inmate Transactions reporting module. All other
General Journal Account transactions are stored in the
GL JOURNAL table, which has a record layout similar to that
of RES_JOURNAL. General Journal transactions are grouped
by Account in the General Journal and are summarized by
month and year. Using the scalable trial balance feature of the
General Journal, transactions may be grouped and reported on
for any time span, including accounting periods asynchronous
to common calendar spans such as months and years. For
example, the GL Trial Balance Feature may be employed to
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 6 0
group transactions by a Fiscal year such as October 01, 2006 -
September 30, 2007, or into smaller accounting periods such as
five -week 'months' for reporting purposes. General Journal
reporting is also context sensitive, such that users can produce
reports based on multi -selected line items in summary or detail
amounts at the General Journal View.
Bank Reconciliation
• The bank reconciliation feature allows the user to input
statement opening and closing dates and amounts, count of
documents clearing the bank, and bank credits and debits, and
adjusting entries related to bank fees, interest, etc. The visual
bank reconciliation feature presents the user with a live bank to
book update — as checks and deposits are cleared the difference
between book and bank approaches zero. Once reconciled the
KCN bank statement can be locked against future changes.
Recoverable Transactions and Inmate Debts
■ The KeepTrak Banking system will allow the facility to charge
any number of user -defined recoverable transactions (including
but not limited to Indigent Purchases) to an inmates account
when the inmate does not have the funds to make payment for
the charge. Keefe will create a receivable account for each
inmate and track this account until full payment is made. Keefe
is designed to recover, based on the facility's rules, any funds
that are owed to the facility at various points as transactions
occur
• Payment at Charge Time — Any given recoverable type
may be enabled to collect all or part of the amount assessed
at the time of the assessment. If the inmate has no money in
his or her personal account, the amount of the assessment
will be stored as a recoverable amount. If only a portion of
the assessment was collected, the uncollected portion will
remain as a recoverable amount.
• Future Collection of Unpaid Amounts - Amounts
uncollected at charge time may be recovered from future
deposits based on a percentage of the deposit, prioritized by
assessment type or by a percentage allocation to various
assessment types. The user may also set a minimum
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 61
balance to be retained to allow for commissary or other
purchases and disbursements
• On -Demand Collection — Keefe will allow the authorized
user to selectively recover unpaid amounts from the current
inmate account balance.
• Collection at Time of release — Remaining uncollected
recoverable amounts may be collected during the account
closeout process, also prioritized by charge type
• Collection at Time of Reinstatement — Remaining
uncollected recoverable amounts may be collected during
reinstatement should the inmate return to the facility at a
future date
o Recovered amounts are accumulated in a real time
General Ledger account. From the collected GL
account(s) users of the Keefe system may disburse a
check to clear the balance owed to the County or other
service providers or authorities.
O. References:
Vendors must list a minimum of 5 references from facilities they provide commissary services for that
are as large as or larger than the Weld County Jail. References must be located in Colorado or at a
minimum from the same warehouse orders will be pulled from in order to service this contract.
References will include: Facility name, Inmate Population, Type of Jail Management System, Contact,
Address, Phone number, operational summary. # of these references will be from facilities where the
vendor has inmate kiosks up and operational. These references should also include the number of
kiosks, what the facility uses the kiosks for, and length of time the kiosks have been up and
operational.
KCN Response: KCN has read, understands, agrees and will comply.
KCN has supplied 6 references form the state of Colorado to satisfy this requirement,
in addition we have also supplied the rest of our partners that are serviced form the
Denver Distribution Center, National References, Accounts that were formerly with a
competitor, and vendor credit references. They can all be found in the "References"
section of this proposal.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 6 2
Vendor shall upon request coordinate a tour of their warehouse, headquarters and a local facility to
provide members of the review committee the opportunity to see the vendors operation.
KCN Response: KCN has read, understands, agrees and will comply.
KCN would more than welcome a tour of our 65,000 sq. ft. warehouse that is and will
continue to be used to service Weld County. We feel that no other vendor in the
region has a warehouse that is as large, as secure, as sanitary, and as close as our
Denver Distribution Center.
P. Selection Criteria:
,
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Awarded
Commission
Structure
Stated commission for full
performance in meeting the
requirements of the RFP.
3
10
Computer —
Hard/Software
Provide appropriate hardware,
software, infrastructure, and training
of county staff to facilitate efficient
Inmate Commissary System.
4
10
Support
Understanding of Inmate
Commissary System and desire to
maintain efficient and effective
operation. How vendor will initiate
and fully implement commissary
service. Proposal clarity,
understanding of service, and
demonstrates assurance of
performance as to quality and
efficiency.
5
10
Technical Service
and Support
Vendor has local subcontractor to
provide on -site technical support
upon notification of commissary
system discrepancies/failure as
defined by facility.
4
10
Qualifications
Vendor is an established business
dedicated to providing commissary
services in a correctional or detention
setting. (Length of time vendor has
been in the business, current and
3
10
Keefe Commissary Network
RFP # B0800144 "Inmate Commissary Service"
Pg. 6 3
recent history of performance,
apparent capability to perform well).
Price
Reasonable and fair pricing of
commissary service to the inmates.
4
4
10
T
10
Customer Service
Vendor must demonstrate
understanding of importance of
customer service (i.e. inmate family,
friends, etc.) and how billing issues
are dealt with. Process of resolving
billing disputes and inmate requests
is priority, and references are
provided, demonstrating customer
service level as im . ortant.
. •
The priority scoring is as follows:
► 1 — 5 Scale
1 = Unsatisfactory
2 = Marginal
3 = Good
4= Very good
5 = Excellent
The evaluation committee will review all proposals to determine compliance with the
requirements of the proposal. The committee reserves the right to verify credentials, conduct
reference checks, and verify the companies meet the performance requirements outlined in the
proposal. Product and performance demonstrations may be requested.
KCN Response: KCN has read, understands, agrees and will comply.
Q. Award:
A selection committee shall evaluate all responses submitted to this RFP. The award will be based
on general criteria, as outlined above. After an initial screening process, the respondent may be
asked to make an oral presentation of its proposal. All arrangements and scheduling shall be
coordinated by the RFP contact.
The County 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 resulting from negotiation.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 6 4
The County reserves the right to withdraw the RFP in whole or in part, at any time and for any
reason. Submission of a proposal response confers no rights upon the respondent nor obligates the
Weld County Sheriff's Office in any manner. The County reserves the right to award no agreement
and to solicit additional offers at a later date.
KCN Response: KCN has read, understands, agrees and will comply.
R. Questions/Inquires/Addendum:
All questions related to this RFP must be directed to the attention of Officer Charles Eggers at
ceggers(),co.weld.co.us. All inquires must be in writing and responses will be shared with all
potential respondents, as appropriate.
If it becomes necessary to revise any part of this RFP or if additional data is necessary to enable an
exact interpretation of the provisions of this request, an addendum will be issued. It is the
responsibility of the respondent to ensure that they have received all addendums prior to submitting a
proposal response. The addendums will be located on Weld County Government's website under the
purchasing department.
KCN Response: KCN has read, understands, agrees and will comply.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 6 5
SECTION TWO.. PROPOSAL CONDITIONS AND PROVISIONS:
All proposals must be submitted in accordance with all terms, conditions, specifications, and
stipulations contained herein. Respondents shall carefully read and be familiar with all terms,
conditions, specifications, and stipulations contained in this RFP, which shall become part of the
final contract.
All proposals must be signed by a duly -authorized official of the company. The completed and
signed proposal (together with all required attachments) must be returned to the Purchasing Division
on or before the due date and time shown on Page 3.
All participating firms, by their signature hereunder, agree to comply with all of the conditions,
requirements and instructions of this proposal as stated or implied herein. Any alteration, erasure or
interlineations by the respondent in this proposal shall constitute cause for rejection by the County.
Exceptions or deviations to this proposal must not be added to the proposal pages, but must be on
company letterhead and accompany the proposal response.
All submissions shall be firm proposals subject to acceptance or rejection within ninety (90) days of
the proposal due date.
Any firm may withdraw their proposal response at any time prior to the scheduled time of receipt;
however, firms withdrawing proposals may not submit another proposal in this matter.
The County is not responsible for any services performed without its purchase order, signed by an
authorized representative of the County's Purchasing Division.
The County reserves the right to negotiate optional items and/or services with the successful firm.
The successful firm may be required to provide proof of and the required limits of liability insurance,
including workers' compensation. This proof of insurance must be in the form of a "Certificate of
Insurance" and must show coverage in the amounts specified by the laws of the State of Colorado for
the duration of a contract issued as a result of this RFP. Additionally, the County must be notified of
any changes occurring in this coverage. The successful firm must demonstrate to the County that
such changes do not in any way effect the minimum liability insurance required for this proposal.
The successful firm may be required, as a provision of this RFP, to submit proof of compliance with
governmental health and safety codes, regulations, and standards, as appropriate.
The County reserves the right to waive any technical or formal errors or omissions and to reject any
and all proposals, or to award a contract for the items herein, either in part or in whole, if it deems it
to be in the best interest of the County to do so.
No proposal shall be accepted from, and no contract will be awarded to, any person, firm or
corporation that is in arrears to the County, upon debt or contract, or that is a defaulter, as surety or
otherwise, upon any obligation to the County, or that has failed to attain or demonstrate compliance
with any law, ordinance, regulation, or contract term or condition as may be provided for or required
in any County contract, or that may be deemed irresponsible or unreliable by the County.
Respondents may be required to submit satisfactory evidence that they have a practical knowledge of
the particular work and that they have the necessary financial resources to perform and complete the
work outlined in this proposal.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 6 6
The successful firm agrees to abide by all the laws, regulations and administrative rulings of the
United States, the State of Colorado, the County of Weld, and to secure all necessary licenses and
permits in connection with this proposal.
All materials furnished or services performed under the terms of a contract issued as a result of this
RFP shall comply with the requirements and standards specified in the Williams -Steiger
Occupational Safety and Health Act of 1970 (Public Law 91-596), as well as with other applicable
federal, state and local codes.
In the event that a proposal requires a formal contract to be prepared by the County, the successful
firm will properly sign and furnish any performance bonds, insurance, workers' compensation
insurance, etc. as may be required by the County within ten (10) days (unless a longer period is
allowed by the County) from the date of receipt of the formal contract forms.
All respondents must take into consideration that only the County's contract documents will be used
in the finalization of any agreement issued as a result of this RFP.
Parties hereto reserve the right to make amendments or modifications to the agreement by written
amendment signed by both parties. No amendment shall be effective unless signed by both the firm
representative authorized to bind the successful fum and the County.
All respondents must submit written disclosure of any known potential conflicts of interest that may
result during the course of performance of the services listed herein.
KCN Response: KCN has read, understands, agrees and will comply.
ETHICAL STANDARDS:
It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or
former employee, or for any employee or former employee to solicit, demand, accept, or agree to
accept from another person, a gratuity or an offer of employment in connection with any decision,
approval, disapproval, recommendation, preparation of any part of a program requirement or a
purchase request, influencing the content of any specification or procurement standard, rendering of
advice, investigation, auditing, or in any other capacity in any proceeding of application, request for
ruling, determination, claim or controversy, or other particular matter, pertaining to any program
requirement or a contract or subcontract, or to any solicitation or bid therefore.
It shall be a breach of ethical standards for any payment, gratuity, or offer of employment to be made
by or on behalf of a subcontractor under a contract to the prime contractor or higher tier
subcontractor or any person associated therewith, as an inducement for the award of a subcontract or
order.
In the event that any gratuities or kickbacks are offered or tendered to any County employee or
representative, the respondent's proposal will be disqualified.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 6 7
KCN Response: KCN has read, understands, agrees and will comply.
NON -COLLUSIVE BIDDING CERTIFICATION:
By the submission of this proposal, the respondent certifies that:
1. The proposal has been arrived at by the firm independently and has been submitted without
collusion with any other firm.
2. The contents of the proposal have not been communicated by the firm, nor, to the best of their
knowledge and belief, by any of their employees or agents, to any person not an employee or agent
of the firm or its surety on any bond furnished herewith, and will not be communicated to any such
person prior to the official opening of this proposal.
3. No firm shall submit more than one proposal, including alternate proposals, for this service.
KCN Response: KCN has read, understands, agrees and will comply.
NON-DISCRIMINATION IN EMPLOYMENT:
In connection with the performance of work under a contract issued as a result of this RFP, the
respondent agrees not to refuse to hire, discharge, promote or demote, or to discriminate in matters of
compensation against any person otherwise qualified, solely because of race, color, religion, national
origin, gender, age, military status, sexual orientation, marital status, or physical or mental disability.
The respondent further agrees to insert the foregoing provision in all subcontracts hereunder.
KCN Response: KCN has read, understands, agrees and will comply.
INDEMNIFICATION:
Indemnification by the County. The County cannot and by this agreement does not agree to
indemnify, hold harmless, exonerate or assume the defense of the respondent or any other person or
entity whatsoever, for any purpose whatsoever.
Indemnity. The respondent shall defend, indemnify and hold harmless the County, its officers,
agents and employees from any and all claims, demands, suits, actions or proceedings of any kind or
nature whatsoever, including workers' compensation claims, in any way resulting from or arising out
of any agreement issued as a result of this RFP; provided, however, that the respondent need not
indemnify or save harmless the County, its officers, agents and employees from damages resulting
from the negligence of the County's officers, agents and employees.
KCN Response: KCN has read, understands, agrees and will comply.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 6 8
ASSIGNMENT OF PURCHASE ORDER OR CONTRACT:
The firm may not assign or otherwise transfer any of its rights or obligations under any purchase
order or contract made and entered into pursuant to the County's proposal without the prior written
approval of the County Purchasing Division.
KCN Response: KCN has read, understands, agrees and will comply.
CANCELLATION:
The County reserves the right to cancel, with thirty (30) days written notice, the whole or any part of
a contract issued as a result of this RFP due to failure of the firm to carry out any term, promise or
condition of the contract. The County will issue a written notice of default to the firm for failing to
act in compliance with the terms and conditions of such contract.
KCN Response: KCN has read, understands, agrees and will comply.
TAXES:
All proposals shall reflect all applicable tax exemptions for Weld County:
1. Federal Registration Number: 84-6000813
2. State Registration Number: 98-03551-0000
KCN Response: KCN has read, understands, agrees and will comply.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 6 9
DETAILED COMMISSION OFFERING
As part of this Agreement, KCN will provide a percentage of commission of Net
Commissionable Sales to the Weld County Jail. The commissions will be based on the
weekly, adjusted gross commissary sales, less taxes, postage sales, and credits.
Specifically, the proposed commission structure and rate is listed below:
Weekly Sales
Less Credits
Less Taxes
Less Non Commissioned Postage Sales
= Commissionable Sales
X 23% Commissions Offered
= Facility's Commission
*Non Commissioned Sales are Postage, Stamped Envelopes, Indigent Kits, and
Admission Kits.
This commission rate accounts for KCN providing the required service and technology
both hardware and software required in this RFP. KCN understands that Weld County is
sensitive in pricing to the inmates. The commission rate proposed above is reflective of
the item list and pricing submitted with this proposal, KCN is able to offer a higher
commission rate based on an increase in pricing.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 7 0
IMPLEMENTATION TIMELINE
Listed below is a sample timeline of implementation for Weld County as well as a list of
common items that would need to be addressed. If awarded, KCN will provide a more
detailed transition timeline that will be specific to results of the new contract and
discussions on some of the common items that would need to be addressed.
DAY
ACTION ITEM
RESPONSIBILITY
1
Contract signing
KCN/WELD COUNTY
5
Implementation Meeting
KCN/WELD COUNTY
7
Equipment/software order
KCN
15
Integration/Implementation Vendors
meeting
KCN/WELD COUNTY/
15
Implementation meeting Delivery
scheduling
KCN/WELD COUNTY
25
Equipment and Software Delivery
KCN
40
Equipment and software Installation
KCN
40
KCN bagging and Delivery personnel on
site For training/orientation
KCN
45
KCN ordering and delivery begin
Common Items that need to be addressed prior to New KCN Transitions
for Small/Large Scale Projects:
• Hardware and software requirements needed for the
implementation.
o Discuss with the appropriate parties at the facility the
computer layout/infrastructure — how many computers will
Keefe provide, how many computers will the Jail supply
that the Keefe software will be installed on.
• Jail computers — verify the windows operating
system, size of hard drive, memory, etc.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 71
o Location of Keefe server (Jails designated server room,
other Jail location)
o Facility network infrastructure
• Provide Jail IT with Keefe's server(s) model,
configuration details — Large projects: Dell Power
Edge 2900/2950
- Small projects: Dell Precision 390 with dual hard
drives
• Keefe database server requires static IP address.
o Discuss with Jail IT the following topics:
• Remote access into the Keefe server/workstations —
explain that this enables KCN technical
coordinators to assist with customer
questions/inquiries, troubleshooting problems,
upgrades, etc.
• Backup method — Data backups are required —
preferred method is Afaria via the internet to Saint
Louis SAN, hard disk, external media.
• The iAnywhere Afaria client requires internet
access during the time the completed inmate order
and refund details are being transmitted for off -site
processing and database backups for off site
storage. The Afaria client communicates via https
port 443 to a KCN Afaria server, 70.243.149.130 /
afaria.keefecommissarynetwork.com, located at
KCN St. Louis' corporate data center. The Afaria
server, located in a DMZ, is enabled for encrypted
bi-directional traffic over port 443 and is secured
for access only by authorized Afaria clients. The
bi-directional traffic enables Keefe to send needed
item updates for any new items, deleted items or
price changes to take affect in the software item
catalog. Afaria is not used to connect remotely to
any workstations for Keefe to do technical
maintenance.
o Data conversion — Will a report of all inmates, active and
inactive, with and without funds including owed credit
obligations be available for inputting into the Keefe system
at the initial startup — report that can be produced
electronically (comma delimited, flat file format).
o Find out Integration details (booking, funds, sales interface)
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 72
• Primary contact information (names, numbers,
roles).
• Provide field specifications.
■ Provide sample data.
• Test returned sample data from Jail Management
System.
• Provide to the JMS provider the intended Keefe
implementation dates of the integration to ensure
the JMS provider can meet that timeframe — the
provider may need to upgrade their existing
software to meet the specifications written for the
integration and train the Jail staff on the new
features.
o Gather the officer roster — list of officers, officer duties,
suggested officer groups and authorizations.
o Primary contact information (names, numbers, roles) for
discussing current and new financials, daily business
operations, reconciling, etc.
o Gather the current and new general ledger accounts, each
associated general ledger account events, and each
associated resident journal account events (credits and
debits).
o Cash Drawer Management —
■ Is this feature required by the facility for streamline
control?
• Number of cash drawers.
o Facility's current every day business flow / operations /
daily, monthly, yearly reconciling.
• Money flow — how is money (deposits and
withdrawals) handled from the time of booking to
the time of release.
• Method(s) of release — Checks, Cash, Money
Orders, JPAY debit release cards.
o Recoverable charges
• Provide a list of recoverable charges the facility
would like to use.
• Priority — deposit time, charge rime.
• Recoverable percentage — what percentage of the
incoming deposit?
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 7 3
o Bank Account — Continue with existing bank account and
use prior check/prior deposit transactions or move to new
bank account.
o Determine if bank reconciliations will be managed within
the Keefe software.
■ Recommended if depositing money and issuing
checks to/from the Keefe system.
• Training will take place from Keefe on how to
reconcile the software against a physical bank
statement.
o Check writing - Determine check printing requirements —
laser or tractor feed.
• Laser or tractor feed.
• Ensure that the facility has enough check stock or
orders new check stock with the bank in order to
meet the initial start up date.
■ Will checks be hand written if printing checks is not
an option?
o Reports —
■ Determine the current reports that the facility uses
for reconciling with their current system and new
reports that they would like to incorporate into their
daily activities with the Keefe software.
• Gather sample reports from customer.
o Positive pay — Determine if the facility currently uses
positive pay with the bank — if not will it be utilized.
• Positive pay — feature that allows an electronic file
sent from the Keefe software at the facility to bank
of checks issued/voided; feature also allows for an
electronic file to be sent from bank to facility of
checks that have been cleared (optional feature).
• Features are dependent on bank's ability to
accommodate.
o Software training arrangements
• Training room/environment.
• End user schedule provided by the Jail.
• End user guides/manuals provided by Keefe.
• Hands on workstations.
• Training/test database.
o Commissary
• Finalize item list.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 74
• List of required inmate order forms.
• Restrictions:
• On items (quantities, date/time quantities).
• Based on inmate housing locations, etc. — if
so, procedure used for assigning inmates to
specific order forms.
• Order form spending groups, category groups,
overall commissary order form spending limit.
• Scan forms.
o Special features / services requested —
■ Kiosks
• JPAY — electronic deposit, lobby Kiosks, debit
release cards
■ Phone order entry
■ Money Gram
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 75
REFERENCES
Over the past 14 years KCN has won more inmates than our top three competitors
combined. Keefe is the largest company in the corrections/commissary market, we are
the only wholesale company that manufactures and distributes our own goods. We are a
service company and our customers will tell you that we are known as the "Service
Company".
Currently we have automated 737 facilities like yours, with more accounts being added
daily. Keefe's only business, only focus is commissary. Keefe focuses exclusively on
commissary, and that's why Keefe is recognized throughout the industry as the
commissary experts.
No other commissary vendor compares to the experience KCN has in servicing large
scale commissary operations such as Weld County or has the resources (product
availability, local distribution center, support services) to handle a jail the size of Weld
County. KCN services over five times as many 500 bed facilities nationally as our next
closest competitor.
KCN's market share information shows the following breakdown by vendor for facilities
that are over 500 inmates on both the national level and locally in the State of Colorado:
National
Vendor
KCN
Swanson
Aramark
Canteen
Colorado
Vendor
KCN
Aramark
Canteen
Swanson
500 plus bed facilities
257
52
39
30
500 plus bed facilities
6
1
1
0 0
Inmates
373,225
50,663
46,491
42,484
Inmates
7,614
1,100
563
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 76
A. Required Minimum References
We have listed below six current partners located in the State of Colorado that are
serviced out of our Denver Distribution Center. These six partners meet the minimum
reference requirements as stated in the RFP. Two of the six accounts (Denver County
and Douglas County) are currently using our inmate kiosks. Three of the remaining four
accounts have either agreed to move forward with the inmate kiosk or are seriously
considering.
Larimer County
500 Inmates
Customer Since: 4/2007
Laurie Stolen
2405 Midpoint Drive
Fort Collins, CO 80525
(970) 498-5211
Jail Management System — Tiburon
Funds Level Integration
Contract Executed 4/2007
Contract Terms 3 year + 3 — 1 -year renewals
Former Provider — Swanson
KCN implemented a "Funds Level" integration with Tiburon where inmate balances and
location are sent electronically to the KCN Commissary software on a weekly basis to
process commissary orders. Scan forms are distributed by facility. Orders are process by
KCN staff on Thursday and sent electronically to the Denver warehouse. Once the orders
have been processed, a charges file is then uploaded to the Tiburon inmate accounting
system to charge the inmates for commissary purchased. Orders are pulled and staged on
the KCN delivery truck for delivery by KCN staff on Friday.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 7 7
Denver County
2,700 Inmates
Customer Since: 10/2006
Sgt. Bryan Moore
10500 Smith Rd.
Denver, CO 80239
(720) 865-4156
Jail Management System — PRIS
Booking level integration (Real time)
21- Inmate Kiosks installed 10/2006
Contract Executed 10/2006
Contract Terms 2 year + 5 — 1 -year renewals
Former Provider - Canteen
KCN was awarded Inmate Commissary and Inmate Account Trust Software in June,
2006. KCN with the assistance of Denver County Maintenance installed 21 kiosks in
October 2006. The kiosks service approximately half of the overall jail population (1300
inmates.) The remaining inmates are utilizing scan forms and are located in the oldest
sections of the jail. KCN has implemented a "booking level" integration with PRIS
which sends inmate information at the time of booking to activate an inmate account in
the KCN Inmate Trust Fund software. Denver uses a temporary ID number until the
inmate is permanently identified which once identified; the two accounts are merged
automatically.
Commissary orders are processed and delivered 4 days per week. Orders are scanned and
processed through the kiosk daily and sent electronically to the Denver Warehouse at
7am Monday — Thursday. The orders are pulled and stage for delivery in the KCN
delivery truck and delivered same day at approximately 3pm with the assistance of one
Denver County commissary employee.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 7 8
Douglas County
464 Inmates
Customer Since: 12/2007
Capt. Robert McMahan
4000 Justice Way
Castle Rock, CO 80109
(303) 660-7505
Jail Management System — Keystone
Booking Level Integration — every 15 minutes
18 - Inmate Kiosks installed 11/2007
Contract Executed 12/2007
Commissary started 10/2007
Contract Terms 3 year + 5 — 1 -year renewals
Former Provider - Canteen
KCN was awarded the Inmate Commissary and Inmate Account Trust Software in
September, 2007. KCN with the assistance of Douglas County Maintenance installed 18
inmate kiosks in the inmate housing units. KCN was responsible for installing the
network infrastructure to manage the inmate kiosks and facility workstations to manage
Inmate Trust Accounting. KCN implemented a "booking level" integration with
Keystone which sends inmate information at the time of booking to activate an inmate
account in the KCN Inmate Trust Fund software.
The previous provider did not execute the commissary contract to terms and pulled out
early. KCN reacted quickly by implementing a shortened commissary menu and hand
keyed the commissary orders same week and processed the commissary order s until the
kiosks were implemented in October 2007.
Commissary is processed 1 time per week for the jail population. Orders a processed by
KCN staff on Wednesday each week and sent electronically to the Denver warehouse.
The orders are pulled and staged in our KCN delivery truck and delivered by KCN staff
on Thursday.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 7 9
Adams County
1,500 Inmates
Customer Since: 11/2005
Melanie Gregory
150 N. 19th Ave.
Brighton, CO 80601
(303) 655-3415
Jail Management System — New World
Booking Level Integration (real time)
Contract Executed 11/2005
Contract Terms 3year + 2 — 1 -year renewals
Former Provider - Canteen
KCN was awarded the Inmate Commissary and Inmate Account Trust Software in
November, 2005. KCN implemented a "booking level" integration with New World
which sends inmate information at the time of booking to activate an inmate account in
the KCN Inmate Trust Fund software.
Commissary is processed 1 -time per week for the entire jail population. Scan forms are
pre-printed with inmate information and distributed by the facility. KCN staff collects
the order forms and processes the orders on Monday and the file is sent electronically to
the Denver Warehouse. Orders are pulled and staged in our KCN delivery truck for
delivery by KCN Staff on Tuesday.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 8 0
Arapahoe County
1,166 Inmates
Customer Since: 01/2004
Lt. Chris Manos
7375 S. Potomac St.
Centennial, CO 80112
(720) 874-3404
Jail Management System — New World
Booking Level Integration (real time)
Contract Executed 1/2008
Contract Terms 1 year + 3 — 1 -year renewals
KCN was awarded the Inmate Commissary and Inmate Account Trust Software
originally in January, 2004. An RFP was issued again in September, 2007 and once
again, KCN was awarded the Inmate Commissary and Inmate Account Trust Software.
KCN implemented a "booking level" integration with which sends inmate information at
the time of booking to activate an inmate account in the KCN Inmate Trust Fund
software.
Commissary is processed 1 -timer per week to the entire jail population. Scan forms are
distributed to the inmates by facility. Commissary orders are process by KCN staff on
Thursday and sent to the Denver warehouse electronically. Orders are pulled and staged
in the KCN Delivery Truck to be delivered. Work release inmates are delivered on
Friday morning (approximately 250 orders) and the remainder of the facility,
(approximately 500 orders) are delivered by KCN staff on Saturday.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 81
Jefferson County
1,300 Inmates
Customer Since: 03/1999
Mona Malensek
200 Jefferson County Pkwy.
Golden, CO 80401
(303) 271-5492
Jail Management System — Tiburon
Funds Level Integration
Contract Executed 10/2006
Contract Terms 2 year + 5 — 1 -year renewals
KCN implemented a "Funds Level" integration with Tiburon where inmate balances and
location are sent electronically to the KCN Commissary software on a weekly basis to
process commissary orders. Scan forms are distributed by facility. Orders are process by
KCN staff on Friday at the Denver warehouse. Once the orders have been processed, a
charges file is then uploaded to the Tiburon inmate accounting system to charge the
inmates for commissary purchased. Orders are pulled and staged on the KCN delivery
truck for delivery by KCN staff on Saturday.
Keefe Commissary Network RFP it B0800144 "Inmate Commissary Service"
Pg. 8 2
B. Colorado Distribution Center Partners
The keys to our success are constant innovation, joyful support of our customers, and a
'get it done' attitude that refuses to let the sun set on a problem. At KCN, we accept
nothing less than complete customer satisfaction. Don't take our word for it; ask any of
the accounts that are serviced out of our Denver, Colorado warehouse. Listed below is a
complete list of partners we provide service to out of our Denver Distribution Center, this
includes the accounts listed in the previous section.
Customer
Since
Partner
ST
POP.
08/01/2008
Geo-Northeast New Mexico Detention
Facility
NM
663
09/01/1998
GEO-Aurora Ice Processing Center
CO
350
12/01/2003
Arapahoe County Sheriffs Office
CO
1,283
11/01/2005
Boulder County Jail
CO
445
10/01/2007
Douglas County Jail
CO
300
03/21/2000
Clear Creek Co. Jail Comm.
CO
89
06/01/2006
Denver County Jail
CO
2,700
01/16/2005
GEO-Guadelupe County/Geo Group Inc
NM
600
12/01/2004
Valencia County Business Office
NM
155
07/01/2005
Emerald -Lincoln County Detention Center
NM
130
11/10/1997
Rosebud County Sheriffs Department
MT
27
09/21/2005
Adams County Detention Facility
CO
1,265
07/01/2007
La Plata County Jail
CO
175
06/16/2007
Lea County Detention Ctr
NM
310
04/01/2007
Larimer County Detention Center
CO
500
08/01/2007
Garfield County Jail
CO
250
04/01/2002
Alamosa County Sheriffs Dept.
CO
52
11/01/2002
Gallatin County Detention Center
MT
70
12/13/2004
Cornell -Regional Correctional Center
NM
360
Keefe Commissary Network
RFP # B0800144 "Inmate Commissary Service"
Pg. 83
12/01/2001
Flathead County Sheriff Dept .
MT
100
12/01/2002
Weld County Sheriffs Dept
CO
500
05/31/2005
GEO-Lea County Correctional Facility
NM
1,200
10/09/2001
Jefferson Co Sheriff's Dept
CO
1,366
C. KCN Partners Formerly with a Competitor
Listed below is a sampling of some of our current accounts that have switched from a
competitor to KCN. We stress these former competitor accounts that switched to KCN
for the reason that they have been with more than one provider and can tell you the
differences between KCN and our competitors. We would highly recommend you
contacting any of these facilities and let them tell you about the difference between KCN
and our competitors.
Customer
ADP
Previous
Provider
City
St.
Rutherford County Adult Detention
978
Swanson
Murfreesboro
TN
Crawford County Jail
215
Canteen
Saegertwon
PA
Arapahoe County Sheriffs Office
1,180
Canteen
Centennial
CO
Pender County Jail
96
Canteen
Burgaw
NC
Bryan County Jail
160
Swanson
Durant
OK
Anne Arundel Det Center
900
Aramark
Annapolis
MD
Beaufort County Detention Center
160
Swanson
Beaufort
SC
Kentucky Doc/Luther Luckett
1,055
Canteen
La Grange
KY
Riverside County Sheriffs Department
3,200
Canteen
Riverside
CA
Cornell -Big Spring Correctional Facility
2,800
Swanson
Big Spring
TX
Cornell -Wyatt Det Facility
320
Swanson
Central Falls
RI
Cornell -Regional Correctional Center
960
Swanson
Albuquerque
NM
Valencia County Business Office
155
Swanson
Los Lunas
NM
Navajo County Detention Center
275
Swanson
Holbrook
AZ
Gadsden Co Sheriffs Dept
160
Swanson
Quincy
FL
Levy County Sheriffs Office
300
Swanson
Bronson
FL
IL Youth Center -St Charles
400
Aramark
St Charles
IL
Comell-D. Ray James
1,675
Swanson
Folkston
GA
Larimer County Detention Center
500
Swanson
Ft. Collins
CO
II Youth Center -Chicago
130
Aramark
St. Charles
IL
IL Youth Center -Joliet
290
Canteen
Joliet
IL
Keefe Commissary Network
RFP # B0800144 "Inmate Commissary Service"
Pg. 8 4
Westmoreland County Prison
630
Tiger
Greensburg
PA
Kern County Jail
2,700
Swanson
Bakersfield
CA
Alamosa County Sheriffs Dept.
40
Swanson
Alamosa
CO
Cornell -Lincoln County Detention Center
130
Swanson
Carrizozo
NM
Fayette County Sheriffs Office
40
Swanson
Washington C.H.
OH
II Youth Center-Warrenville
100
Canteen
Warrenville
IL
Oldham County Jail
100
Swanson
Lagrange
KY
Cherokee Co Jail
188
Lone Star
Rusk
TX
Kalkaska County Sheriffs Dept.
70
Swanson
Kalkaska
MI
Sullivan County Jail
70
Swanson
Claremont
NH
Boulder County Jail
445
Canteen
Boulder
CO
Adams County Detention Facility
1,200
Canteen
Brighton
CO
Benton County Jail/Kennewick
700
Swanson
Kennewick
WA
Rogers County Jail
150
Midstates
Claremore
OK
Chemung County Sheriffs Office
300
Swanson
Elmira
NY
Gulf County Jail
40
Swanson
Port St. Joe
FL
GEO-Tri County Detention Center
230
Midstates
Ullin
IL
Tooele County Jail
110
Swanson
Tooele
UT
Desoto County Sheriffs Office
350
Swanson
Arcadia
FL
Bradford County Jail
250
Swanson
Starke
FL
Dewitt County Jail
46
Aramark
Cuero
TX
Cecil County Detention Center
140
Swanson
Elkton
MD
Arlington County Jail
690
Aramark
Arlington
VA
Kentucky Correctional Inst. for Women
700
Canteen
PEE WEE
VALLEY
KY
DeSoto Parish Det. Ctr.
105
Swanson
Mansfield
LA
Denver County Jail
2,700
Canteen
Denver
CO
Erie County Jail
100
Swanson
Sandusky
OH
Alexandria City Sheriffs Office
450
Aramark
Alexandria
VA
Beaver County Jail
375
Oasis
Aliquippa
PA
Williamson County Jail
800
Aramark
Georgetown
TX
Dallas County
7,500
Mid
America
Dallas
TX
Medina County Jail
225
Aramark
Medina
OH
La County Sheriffs Department
20,000
Canteen
Los Angeles
CA
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 8 5
D. Vendor & Credit References
Keefe is financially capable of handling a contract the size of Weld County. Keefe
Supply is the largest manufacturer and distributor to the correctional commissary market.
Keefe Commissary Network is the largest provider of full and automated commissary
services to the correctional commissary market. Together, Keefe Supply and KCN
achieved sales of $537 Million in 2007.
Please feel free to contact any of our vendor credit references as listed below.
Additional vendor credit references are available upon request.
Maruchan, Inc.
15800 Laguna Canyon Road
Irvine, CA 92618
Contact: Jeff Antoine
Sparrer Sausage
4325 W. Ogden Avenue
Chicago, IL 60623
Contact: Michael Hammersley
Wyandot Inc.
135 Wyandot Ave.
Marion, OH 43302
Contact: Sandra Lepard
Pinnacle Foods
750 Oakwood Dr.
Lake Zurich, IL 60047
Contact: Angie Rosiles
➢ Bank Reference
Commerce Bank N.A.
8000 Forsyth Blvd.
Clayton, MO 63105
Contact: Bill White
Phone: 949-789-2300 (ext. 3006)
Fax: 949-453-8779
Acct#: 27160
Monthly Purchases: $800,000-$900,000
Phone: 773-762-3334
Fax: 773-521-9368
Acct#: 816
Monthly Purchases: $200,000-$300,000
Phone: 800-992-6368
Fax: 740-387-3241
Acct#: 560
Monthly Purchases:$400,000-$500,000
Phone: 888-799-1598
Fax: 888-799-8848
Acct#: KEEFES
Monthly Purchases: $100,000-$150,000
Phone: 314-746-3959
Fax: 314-746-3783
Acct#: 20-351-070-8
Federal Tax ID Number: 43-1856999
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 8 6
SYSTEM INFORMATION ATTACHMENTS
In this section KCN has submitted information on the requested topics (server/client
hardware/software, inmate kiosks, kiosk capabilities, required infrastructure, accounting
systems, money handling procedures, and commissary order and delivery process), in
addition we have included additional information we feel is important when selecting a
commissary provider that was not specifically requested in this section or RFP.
A. Company Background & History
Keefe Supply Company is an affiliate of Enterprise Rent-A-Car. Enterprise, established
in 1957, is a privately owned company headquartered in St. Louis, Missouri. Currently,
Enterprise has annual sales exceeding $12 billion worldwide. With over 50,000
employees and more than 500,000 cars in the fleet, Enterprise is the largest rental car
company in the world.
Being allied with this business and the financial resources is a great benefit. It possesses
technological power of world -class proportions; employing over 400 programmers,
technicians, and systems managers. Enterprise has the largest set of AS/400's in the
world serving a single purpose with a complete satellite network spanning the globe.
These are integrated with over 1500 PC's connected to LAN's in a frame relay
configuration across the United States, Canada, and the United Kingdom.
The Centric Group, formerly known as the Enterprise Capital Group, was established in
1974 to diversify the interests of Enterprise Rent-A-Car. The Centric Group is the
managing parent of 8 companies including Keefe Supply Company and its' affiliate,
Keefe Commissary Network. The Centric Group achieved sales of over $693 million in
2007, with 2,460 employees and are forecasted to achieve sales of over $757 million in
2008. Keefe Supply Company and Keefe Commissary Network are the major
contributors to Centric Group's revenues with staffing of 2,042 employees nationwide
and 2007 sales of over $537 million.
Keefe Supply has been servicing the corrections industry since 1974. In its 34 -year
history, Keefe has become the leading manufacturer and distributor to the correctional
market serving over 1,547 institutions nationwide. Responsive customer service, high
quality products, and value have been the key reasons why customers value our offerings
above those of our competitors.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 8 7
Keefe and KCN currently have 15 distribution centers totaling 1,436,000 square feet,
shipping over 25 million pounds of inventory per month, and carrying over $77 million in
inventory daily. Keefe's corporate office and first Distribution Center is headquartered
in St. Louis, Missouri, and has expanded its full service distribution services nationwide
with regional distribution centers in Reno, Nevada (1990), Cleveland, Ohio (1991),
Jacksonville, Florida (1993), Edison, New Jersey (1994), Dallas, Texas (1997), and
Denver, Colorado (2001). Our continued growth has led to the opening of service
centers in Chesapeake, Virginia; Seattle, Washington; Atlanta, Georgia; Fontana,
California; Walpole, Massachusetts; Pearl, MS and St. Petersburg, Florida with more
locations planned for the future.
In 1974, Keefe Supply Company entered the correctional market by supplying single
serve coffee packets to a Florida prison. Soon to follow, Keefe pioneered the packaging
evolution of products sold through correctional commissaries all over the country.
The first of many successes, Keefe began packaging instant coffee and Tang in sealed
paper pouches, eliminating the presence and hassles associated with glass jars. Since
then, Keefe has sewed the correctional market exclusively and has been the industry
leader and nation's largest provider in commissary products and services. Keefe offers
the finest quality of products, uniquely packaged for consumption by inmates, and
unrivalled for depth, variety and innovation.
We currently offer over 5,000 products, ranging from snack food items to personal care
products to clothing and electronics. Keefe is the leading supplier of both name brand
products as well as a manufacturer of private label goods. Keefe maintains its own
manufacturing facility and packages a variety of products such as Nescafe coffee, Tang
Instant Breakfast Drink, private label brands such as E. Z. Digby, Snack Legends,
Cactus Annie, Keefe Kitchens, and many more. Because of our commitment to quality
and service, you can be sure that every Keefe product in your commissary is held to the
highest standard.
Our membership with multiple organizations nationwide, such as The American
Correctional Association, American Jail Association, NABCJ, ASCA, NCIA, and
National Sheriffs' Association®, as well as many regional organizations, allows us to
keep abreast of the issues facing our customers. This knowledge helps us understand
what is important to you and create systems to manage your commissary better.
Keefe Commissary Network (KCN) is the affiliated service and technology unit of
Keefe Supply Company. KCN is a direct result of listening to the changing needs of our
customers. We have become the leading commissary management company in the nation
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 8 8
by providing full commissary services to state prisons, county, city, regional jails, and
detention centers.
KCN was developed in 1993 in response to the changing needs of our customers. We
currently employ 1,639 employees and had 2007 sales revenues of over $264 Million. In
our 15 years of providing full commissary management services to the correctional
industry, we have quickly become the leading commissary management provider in the
industry. We are currently sewing 737 correctional facilities nationwide totaling 461,061
inmates, in 42 states.
Keefe Commissary Network (KCN) provides automated commissary service to county,
city and state correctional facilities nationwide. Since its inception in 1993, KCN has
developed cutting edge software that's easy to use and that helps customers efficiently
and effectively manage their commissary operations.
KCN has become the leading and largest commissary management provider in the
nation. Whether your facility houses 50 inmates or 10,000, KCN gives you the flexibility
and convenience you need to manage your commissary.
As we head into the future, we will continue to find ways to improve our service and
products. No matter what issues you face, we will listen. During the past 34 years, the
industry has taken us in new directions, and we look forward to the exciting challenges
that lie ahead.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 8 9
B. Experience & Qualifications
KCN is the market leader in outsourced commissary services. No other commissary
provider is more prepared to partner with Weld County. Listed below is a current
breakdown of the Market Share Nationally and in the State of Colorado for facilities
that have outsourced their commissary services:
National
Provider Facilities Inmates Inmate Market Share
KCN 737 461,061 57.63%
Next Largest 477 98,590 12.32%
Colorado
Provider Facilities Inmates Inmate Market Share
KCN 13 9,275 76.53%
Next Largest 23 1,314 10.84%
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 9 0
The chart below shows the total inmate population contracted, by commissary vendor,
over the last 10 years. This charts the growth of KCN versus the competition and offers
proof that KCN is seen as the "best value partner" in the correctional commissary
industry.
--KCN —II—Swanson -:- Canteen te Aramark
450,000
400,000
350,000
300,000
250,000
200,000
150,000
100,000
50,000
i
°'O1 PS
O� Or0 01
(19.r10 ,yO �O
Listed below are a few of the highlights of KCN's experience, qualifications, & history:
➢ KCN's only business, only focus is correctional commissary. Our dedication has
allotted KCN the flexibility and investment to provide the most comprehensive
software and commissary product solution in the industry. KCN has invested in
our partner facilities security by establishing Keefe Manufacturing, the only
packaging plant owned by a commissary provider. Keefe Manufacturing
packages name brand and Keefe proprietary products in our own security
conscious packaging specifically designed for correctional consumption and
security.
➢ KCN and Keefe have supplied the correctional commissary market since 1974
when Jack Taylor, owner and founder of Enterprise Rent-A-Car, purchased Jack
Keefe Coffee Bar Sales. Jack Keefe Coffee Bar Sales, at the time of purchase,
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 91
sold coffee to a FL DOC field unit (#39) that utilized our non-metal/glass
packaging. Since 1974, Keefe Supply Company (Keefe -the wholesale division of
Keefe Group) and KCN have both become the number one commissary providers
in both of their respective markets. KCN and Keefe's dedication to our partners,
flexibility, experience and our investment in innovations specifically designed for
the correctional market have set us apart as the commissary experts and best value
partners in the industry.
➢ As the affiliated service and technology unit of Keefe, KCN is organized solely
for the purpose of providing commissary services such as those required in this
RFP.
➢ During its history KCN has grown more rapidly than the market itself, increasing
its market share by offering superior technology, services and product value. In
the past few years, KCN has been chosen to provide commissary services to more
facilities than all other commissary service providers combined.
➢ Keefe/KCN are the only providers of commissary services that service both the
computerization and bulk needs of correctional facilities. KCN is the largest
supplier of privatized commissary operations in the United States. KCN services
over 737 facilities across the country and serves more inmates than all of our
competitors combined, partnering with over 57% of the out -sourced correctional
commissary inmates nationally.
➢ KCN/Keefe inventory and offer over 5,000 items specifically designed for
consumption and use in the correctional environment; more commissary products
than any vendor in the correctional commissary industry.
➢ The business of KCN was started in 1993 in response to the changing needs of
our customers. Keefe Commissary Network, Inc. was incorporated on November
21, 1994 and Keefe Commissary Network, L.L.C. was organized on July 20,
1999.
➢ KCN employs 1,639 employees and had 2007 sales revenues of $264 million.
➢ KCN services more inmate commissary operations than all its competitors
combined including: Swanson, ARAMARK, Canteen and Stellar.
➢ Delivery services to inmates encompass over 70% of KCN's partnered 461,061
inmates.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 9 2
➢ KCN delivers to more inmates than the next largest commissary competitor's
(Swanson) entire contracted inmate commissary population.
➢ KCN's entire inmate trust accounting system is utilized by approximately 50% of
our customers.
➢ At the state level, ten entire states, totaling 177,000 inmates, have outsourced their
commissary service operations. KCN has partnered with eight of the ten states,
totaling over 172,000 of the 177,000 inmates or over 97% of the state DOC out -
sourced population.
➢ KCN has become the leading and most preferred commissary management
provider in the nation. KCN provides automated commissary management
services to correctional facilities nationwide. To be successful, KCN developed
and offers a complete set of software systems to enable facilities to easily manage
inmate accounts and general ledger activities, including customized reporting
designed to meet the unique needs of our partner facilities.
➢ Keefe and KCN currently operate 15 distribution centers totaling 1,436,000
square feet, shipping over 25 million pounds of inventory per month, and carrying
over $84 million in inventory daily. Additionally, KCN operates over 100 on -site
product locations at correctional facilities throughout the country. KCN operates
more on -site locations than the entire customer base of the number three
(ARAMARK) out -sourced commissary provider in the nation. No other
commissary provider has more inventory locations and or correctional
commissary warehousing space then KCN.
➢ KCN/Keefe inventory and offer over 5,000 items specifically designed for
consumption and use in the correctional environment; more commissary products
than any vendor in the correctional commissary industry.
➢ KCN's entire inmate trust accounting system is utilized by nearly 50% of our
customers. KCN, through over $3 million in internal research and development,
have created the most efficient inmate trust fund management system utilized in
the industry. KCN's original software programmer, John Vitale, is still with the
company and is now the Vice President of Technical Services. KCN is one of the
two national commissary providers that still write, support and own our software.
This enables KCN to react to the changes in the correctional market faster than
those companies that out -source their technical writing and support. Ownership
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 9 3
of our software entitles KCN the freedom, flexibility and speed to adapt with our
correctional partners changing needs.
C. Maximizing Sales and Service
The Leader of the Entire Correctional Commissary Market
Keefe Supply Company is the largest distributor to the entire correctional commissary
industry. We manufacture many of our own items and purchase direct from the major
manufacturers. Keefe Commissary Network is the largest bagging and delivery service
provider in the entire correctional commissary industry. Together, Keefe is the only
provider in the entire industry that offers both services. This means that the other
vendors wishing to provide the services required at Weld County must purchase their
items from other commissary distributors such as Keefe Supply. Hands down, there is no
other commissary vendor which has the buying power and inventory investment of
Keefe.
Specifically, in maximizing the sales and service level at Weld County, KCN will focus
on the following areas:
> Wide Range Of Product Offerings - Keefe carries a large number of
commissary items specifically designed for the correctional environment
which the Facilities may choose to add or replace to their existing menu
selection.
> Product Innovation - Over the past 34 years, Keefe has created a correctional
commissary market which did not exist. From our first coffee sales in a
nonmetal container back in 1974 to our most recent line of can -less products,
Keefe continues to lead the industry in product innovation. Most recently we
developed and introduced the only tuna fish in a shelf stable, non metal,
pouch. The sales have been phenomenal! Facilities which do not allow cans
are now able to offer this product. Facilities which currently allow cans have
added this product and have committed to banning metal cans from their
facilities as Keefe develops this technology for other popular products. Keefe
has security in mind all the time in developing new products that facilities can
benefit from. A complete selection of clear hygiene products: deodorant,
shampoo, soap, hair gel, mouthwash, toothpaste, and many more. Keefe has
also developed better quality clear reseal able pouches: fruit drinks, coffee,
creamer, sugar, rice, and many more. Keefe has a full line of private label
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 94
Moon Lodge chip products, Fresh Catch seafood pouch products, Brushy
Creek pouch chili, beef stew, roast beef and gravy, and chunky white chicken.
These products don't require cooking.
> Fair Pricing Structure - KCN is not in the practice of "gouging" the inmates
on pricing. Our pricing structure is fair. The inmates will feel good about the
purchase they have made. This directly leads to higher sales and much
happier inmates. In facilities where the pricing structure is not fair, the
inmates will purchase only what they absolutely need and nothing beyond.
The inmates are not happy about the purchase they have made and constantly
express their dissatisfaction to the Officers making delivery.
> Efficient and Accurate Order Processing - KCN has a great investment in
ensuring orders are processed accurately and completely. At all times,
Managers are directly involved in the order processing area to ensure the
accuracy and efficiency of order processing. We utilize only full time
employees making very competitive wages and receiving full benefits in the
servicing of our customers. KCN Management monitors and tracks any errors
committed by the order processing employees. Bonuses are paid each month
to employees who meet and/or exceed the required level of accuracy. This
leads to long term, seasoned veterans in the order processing department.
> Superior Distribution - Though Keefe has maintained its primary
distribution centers in the St. Louis County area since 1974, our growth has
required us to move our operations to larger facilities over the past 33 years.
Most recently in December of 2003, Keefe Supply Company and Keefe
Commissary Network moved their operations to a state of the art facility in
Earth City, MO, located within the jurisdiction of St. Louis County. This
distribution center totals over 542,600 square feet and maintains over $18
Million in inventory daily to ensure the orders are processed in full.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 9 5
D. Keefe Facility
The Keefe Supply location that will be servicing Weld County is located at:
Keefe Group —Denver
4870 Florence St.
Denver, CO 80239
1-800-280-4491
Keefe currently has 14 distribution centers totaling 1,429,000 square feet, shipping over
19 Million pounds of inventory per month, and carrying over $67 Million in inventory
daily. Our Denver, CO distribution center totals 65,000 square feet. Orders from Weld
County will be processed from this distribution center. In the unlikely event we do
experience a "low -stock" status; we would source products from 14 other distribution
centers around the country.
The Keefe facility that will serve Weld County maintains a high level of safety,
sanitation, and security standards. We have a Safety Committee that conducts safety
inspections, at a minimum, one time per week. Our Safety Committee meets twice per
month to review, discuss, and develop new ways to improve the safety conditions of our
working environment, in hopes of preventing a future accident. The Keefe facility
receives surprise OSHA audits on a monthly basis, conducted by an outside party. We
utilize an FDA approved exterminating service. The facility is equipped with cameras
that record all activity and the alarm is directly linked to local law enforcement. We take
great measures to maintain a safe, clean, and secure working environment.
Keefe Commissary Network
RFP # B0800144 "Inmate Commissary Service"
Pg. 9 6
Where does your Commissary come from?
Keefe Group —Denver
4870 Florence St.
Denver, CO 80239
1-800-280-4491
65,000 sq. ft. warehouse
Secure Environment
$2,000,000 inventory daily
2 — 24 ft Delivery Trucks
2 — Cargo Vans
26 Full -Time employees
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 9 7
E. Qualified Staff of Commissary Experts
KCN has a qualified and experienced staff dedicated to the sole purposes of providing
exceptional commissary services to Weld County. Our staff is among the most
experienced group of commissary services experts in the industry. Their experiences in
setting up, supporting, and managing full commissary services programs in Colorado
include Denver County, CO with a population in excess of 2,500, Adams County, CO
with a population in excess of 1,200, Arapahoe County, CO with an inmate population in
excess of 1,200, Boulder County, CO with an inmate population in excess of 500, and
numerous other large facilities in Colorado and across the nation. Listed below is the
team of experienced professionals that will be directly involved in starting up and
servicing Weld County:
Mike Archer - Denver Regional V.P.: Mike has been with Keefe for over 9 years.
Before becoming a Regional V.P in Denver, he was responsible for sales and commissary
operations in Idaho, Washington and Northern California. Adams Co., CO (1,500
inmates) — Boulder Co., CO (500 inmates) - Denver Co., CO (2,700 inmates), and most
recently Larimer Co., CO (500 inmates) are just some of the most recent accounts Mike
has successfully brought on-line as a KCN partner. Mike has responded to the constantly
changing needs of the correctional market, specifically the issue of privatization should
you have any questions, please feel free to contact Mike at 1-800-280-4491.
Steve Busch — Midwest Group Vice President: Steve has been with Keefe since 1984.
He is the General Manager of the entire facility and is responsibility for the employees,
the facility, and its' assets and inventory.
Keith Johns — Midwest KCN Regional Manager: Keith has been with Keefe since
2003. He started out at KCN Corporate as an Operations Manager. He took over as the
KCN Regional Manager for the Midwest in 2004. While working as an Operations
Manager he played a major role in planning and implementing the startup for the Virginia
DOC and the Florida DOC, totaling over 100,000 inmates. Keith is directly involved
with the planning, startup, and ongoing support to all of our KCN Midwest Region
customers. Should you have any questions, please feel free to contact Keith at 1-800-831-
6939.
Jamie Lynn Riley — RCN Account Manager: Jamie has been with Keefe
since 2004. She began as a Customer Service Representative for Access Securepak,
working with Inmate Direct sales. After a year and a half with the KCN Help Desk,
training new users and building systems, she joined our Midwest office, coordinating
start-ups and working as the point of contact between the sales and technical departments.
She can be reached at 1-800-831-6939.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 9 8
In addition to the qualified and experienced management listed above, Keefe's Denver
warehouse employs a Warehouse Manager and an Operations Manager. We do not
employ part time workers. All of our employees are full time earning very competitive
wages. We start our warehouse workers out at $11.00 per hour. This is a key in
attracting and maintaining great, quality people whose primary function is providing
exceptional service to our customers. All of our employee candidates must successfully
pass a background check and drug testing.
F. Security
The Keefe Distribution Center in Denver as with all Keefe Distribution Centers, have a
secured environment. All exit doors are equipped with alarms so that the only accessible
entry is through our front doors. We also conduct a security check on all personnel. The
warehouse is secured by the Wells Fargo Alarm Service. We have motion detectors
throughout and alarms on each entry way and windows. Breaches of security at all Keefe
locations are directly linked to local law enforcement agencies. The grounds surrounding
this location are properly lighted during nighttime hours.
We have never had any instance of an employee of Keefe or Crawford tampering with
products to any of our customers. Each order is filled using clear plastic, perforated bags
with tamperproof seals.
If requested by Weld County, Keefe will provide the necessary information on each of
our employees to perform background checks as may be required by Weld County.
The deliveries of completed orders will be shipped using the same truck line or delivery
service. If requested, we will specify the name of the company and approximate time
each delivery will be made on the date mutually agreed upon between Weld County and
KCN.
G. Inventory Assurance
Keefe currently has 15 distribution centers totaling 1,436,000 square feet, shipping over
25 Million pounds of inventory per month, and carrying over $84 Million in inventory
daily. Our Denver distribution center alone totals over 65,000 square feet. Orders from
Weld County will be processed from this distribution center. In the unlikely event we do
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 9 9
experience a "low -stock" status; we would source products from 14 other distribution
centers around the country.
H. On -Site Delivery Service Policies
Listed below is our on -site delivery service policies that will be followed by our on -site
employees. This section will clearly define how our on -site employees will handle
various types of inmate complaints. Although the on -site delivery policies may vary
based upon the specific policies and operations of the facility, the following may be used
as the minimum guidelines:
• Upon entering a module, pod, living unit, etc. to perform delivery, KCN shall
check with the Officer in charge to ensure that delivery may commence. KCN
should also inquire as to any special instructions or information they should be
aware of. Finally, KCN shall know the emergency evacuation plan of that
location, should an unforeseen event occur.
• Offenders will attempt to sign for and receive orders for other Offenders which
have been moved or released. To prevent the delivery of an order to the wrong
Offender, you must positively identify the Offender, prior to disbursing the order.
This process should be done by reconciling the Offender's name and number on
the facility I.D. card or wristband, with that same information on the order receipt.
In the event the facility I.D. card or wristband includes a picture, the picture
should also be verified with the physical appearance of the Offender.
• Do not make promises to an Offender that you are not authorized to make, or
promises that you will not keep. Offenders will ask several questions and express
many different types of concerns. They will try to get you to commit to doing
something for them that is not your sole responsibility. Remember that while
delivering, your sole responsibilities are to deliver the orders to the correct
Offenders, properly verify and document any reported damages or errors, and to
obtain a valid signed order receipt. If for some reason you do make a promise,
you had better keep it. This may require informing your Manager or Supervisor
of the promise so that they can ensure the promise is kept.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 100
• In the event an Offender claims that they were moved to a different location since
placing their order, let them know that such orders are rerouted and usually
delivered at a later time. The KCN employee should be aware of the timing of the
reroutes (later that day, next day, etc.).
• Upon completion of deliveries in a module, pod, living unit, etc., Offenders will
approach you because they have not received their order. The delivery staff
should carry with them, the packing list which discloses by location, all orders
which were charged. Use this list to verify whether or not the Offender was even
charged for an order. In the event the Offender's name is on the listing, let them
know that all charged orders will be delivered. The order may be in another cart
or still in the store room. Reasons an Offender would not be on the listing may
include the form was filled out incorrectly, the Offender's funds were insufficient,
or the order form was not received prior to order entry. In the event the Offender
requests the exact reason that they were not charged for an order, request that they
fill out a concern form. The concern form will be researched by KCN and
answered back within 24 hours of receipt by KCN. Do not promise the Offender
that you will check and get back to them. The Offender must put this request in
writing. Your responsibility is to deliver the order that you have.
• In the event an Offender complains about the menu selection, inquires about new
items, or complains about the pricing, politely inform the offender that you are
there to deliver their order. The Facility must approve all items, menu selection,
and pricing. Should the Offender continue to press the issue, you can suggest that
they write the request or complaint on an inmate concern form.
• In the event that the offender questions whether or not a credit was posted to their
account from a prior delivery, do not make a promise that you will check on it and
get back to them. Instead, let them know that you are there to deliver orders.
Questions such as the posting of credits must be addressed by filling out a concern
form. KCN will respond to the form within 24 hours of receipt by KCN.
• In the event an Offender questions his/her available balance, instruct them to
check with the Inmate Accounts Department. This includes comments such as "I
had more money than this on my account". Let them know that you are there to
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 101
deliver their order, and KCN does not handle the posting of money to their
accounts. Do not promise an Offender that you will look into their account
balance. This is not your responsibility. Facilities usually have a form for these
type of inquiries.
• Depending on the operations at the facility, there may be different options for
responding to an Offender who claims that they ordered more product than they
were charged for. Some facilities allow the Offender's ending balance, after the
order was placed, to print at the bottom of the order receipt. Check to see if the
Offender ran out of money and the items were cut from the order. Another
possibility may be that the items were cut because the maximum spending limit of
the facility was exhausted. To verify this, check the order total at the bottom of
the order receipt.
• As you deliver the order to the Offender, remind them to check the order
thoroughly. Once the Offender acknowledges receipt and leaves the immediate
area, you can not help them with damages or shortages reported thereafter. You
should say this to every Offender in which you deliver an order to.
• In the event an Offender later comes back after leaving the immediate area to
report a shortage or damage, you can not issue a refund. You may acknowledge
that you do believe the Offender. However, due to the rules of commissary, once
you leave, the sale is final.
• Verify all product to be credited, at the end of the delivery process. When an
Offender reports that an item is missing, acknowledge the claim and instruct them
to continue to check for other items. Once the Offender has completed their
entire check, you should then verify any and all disputed items.
• All credits for product which have been damaged or are missing should be clearly
noted at the bottom of both copies of the order receipt. For all product which is to
be credited, make certain to document the quantity('s), the KCN item number(s),
and the reason for the credit. Failure to clearly document this information may
result in product being credited which was delivered. For example, an Offender
orders 10 Snickers and receives only 9. The delivery agent incorrectly documents
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 102
"Credit, #4010, missing". Since we can not determine the quantity of Snickers to
be credited based on the written documentation, the Offender would receive credit
for all 10 Snickers, not 1.
• Examine the Offender's signature on the order receipt. Offenders have been
known to sign different names such as "Mickey Mouse". Make sure the name is
legible and that it matches the Offender's correct name.
• Make certain that you retain a copy of the signed receipt. Signed receipts are cash
and should be handled as such. Without a singed receipt, there is no proof that the
order was delivered. In situations where it is later determined that we do not have
a signed receipt for an order, KCN must refund the entire order to the Offender's
account.
• In the event an Offender claims that they did not order a certain item or group of
items which were charged and delivered, there are different options for handling
this situation. In some facilities, the delivery agents carry the order forms with
them during the delivery process. The delivery agents use these order forms to
verify such claims. In some facilities, the Offenders have the option of accepting
such disputed items or rejecting the entire order. In this case, the offender may
accept the entire order and fill out a concern form to have the claim investigated
by the commissary department. Either way, a policy should be set for responding
to these claims and the delivery agents should be informed.
• Most of all, in the event you ever feel that your safety or security is threatened in
any way, step back and get an officer involved. Once you are out of the
immediate threat, report the incident immediately to the Shift Commander and to
your reporting Supervisor.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 103
I. Server and Client Hardware
The KCN software system operates in either standalone or client / server environments.
The IBM DB2 database product is installed on Win XP SP2 for standalone systems and
Win 2003 Server for client/server environments. Client software runs on Win XP
desktops, and attaches to the database server by means of IBM DB2 Client configuration
services.
Supported network protocols include TCP/IP, NetBEUI, APPC, IPX/SPX, and Named
Pipes. Supported network media / topologies include Ethernet, Token Ring, Fiber Optic,
Routed and/or dialup connections. Connectivity between the IBM DB2 database and
other database products is established either through the native ODBC capabilities of
DB2 or through customized interfaces negotiated under contract with KCN
J. KeepTrak® Software
The KeepTrak® Inmate Banking software ranges in functionality from basic deposits and
withdrawals to general ledger entries, month end bank reconciliation, and financial
statements. Basic Features include:
• Inmate `Depositor' Account Management
• Debits and Credits including full charge and recoverable items
• Recoverable charge collection configuration and management
• Cash workflow segregation and audit trail from original entry
through deposit at bank
• Time -based holds on selected deposits
• Encumbered Funds for release and scheduled payments
• Account holds
• Configurable receipts, reports, and check documents
• Wizard -based closeout process including checks, cash
vouchers, money orders, debit cards, and debt statement for
unpaid recoverables
• Inmate property management including inventoried personal
items and issued items
• Integrations to over 40 Commercial and proprietary Offender
Management and Jail Management Systems for the exchange
of Inmate Identification and Housing (commissary delivery)
information
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 104
K. Inmate Kiosks (Edge® and Cybersuite®
Edge® Inmate Housing Unit Kiosks
The Edge® Inmate Housing Unit Kiosks are highly durable and secure intranet
appliances located within inmate living areas and having access to a proprietary
KCN intranet web site with the following functions.
• On -Line shopping cart for commissary order entry
• Real time account history
• Appointment Scheduling
• Facility Bulletin Board (Read Only)
• K -Mail inmate e-mail services
Edge® kiosk technologies are capable of displaying information from integrations
with the KeepTrak® technologies include account history when Commissary is
integrated with a partner financial system.
The Edge® website may include additional information hosted by partner systems
via Service Oriented Architecture — KCN engineers are responsible for the
presentation and menu structure of the website user interface and for hosting the
data access services available to partner systems.
CYBERSUITE® Correctional Services
CYBERSUITE® Correctional Services include automated deposits to inmate
accounts through web, phone, walkup cash locations, and cash and credit/debit
kiosks.
KCN provides an open interface specification to the KCN Managed Services
responsible for providing inmate lookup information to family members and for
posting deposit credits to inmate accounts.
Keefe Commissary Network
L. Required Infrastructure
KCN FTP site
for data exchange
Keefe Commissary Network, LLC -- proprietary copyright C 200E
Sheriffs Dept JMS
Inmate Bankin,
- Order Dispatch
FTP Data Exchange
VPN Remote Management
RFP # B0800144 "Inmate Commissary Service"
Pg. 105
• port 50000 KCN Database Server
• IIS port 80 or 443 Edge* Kiosk
website and Edge* Kiosk
Administration website
• KeepTrakx Commissary rich
client for processing kiosk orders
KCN Commissary
Database DB2 Server
& Kiosk Intranet Its
VLAN 1
VLAN 2
Inmate Edge® Kiosks
WinTerm — XP Embedded
Windows Shell Replacement
Boot to Internet Explorer — Kiosk Mode
Port 80 or 443 - Intranet
KCN Commissary
Order Dispatch
Station
— Rich Cunt
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 106
M. Accounting Systems:
Accounting Principles Incorporated into the KCN KeepTrak Software
Dual Entry Accounting and GAAP
• The KCN Inmate Banking System software is a dual entry accounting
system that records deposits (initial and ongoing), withdrawals,
refunds, commissary purchases, and closeout of inmate accounts. It
allows users to add their own "transaction types" at the site level
(example -trustee pay, medical charges, haircut charge, etc.). Each
transaction entered will create and print a receipt, and will be tracked
in all reports for accounting purposes, according to Generally
Accepted Accounting Principles (GAAP).
Real -Time General Ledger
• The KeepTrak system includes a general ledger. The KCN software
provides an unlimited number of user defined accounting transactions
and an unlimited number of user defined General Ledger Accounts.
This enables the establishment of both a Chart of Accounts and
standardized transaction events that affect these accounts, including
adjusting and closing entries, transfers from subsidiary ledger accounts
to General Ledger Accounts, clearing accounts that can accept closing
entries at the end of an accounting period.
Journal Structure and Fiscal Periods
• Transactions related to inmate accounts are summarized in the General
Journal under the title RES_ACCT, viewable and printable at various
user screens throughout the Inmate Accounts module and subject to ad
hoc query capabilities in the KCN Inmate Transactions reporting
module. All other General Journal Account transactions are stored in
the GL JOURNAL table, which has a record layout similar to that of
RES JOURNAL. General Journal transactions are grouped by
Account in the General Journal and are summarized by month and
year. Using the scalable trial balance feature of the General Journal,
transactions may be grouped and reported on for any time span,
including accounting periods asynchronous to common calendar spans
such as months and years. For example, the GL Trial Balance Feature
may be employed to group transactions by a Fiscal year such as
October 01, 2006 - September 30, 2007, or into smaller accounting
periods such as five -week 'months' for reporting purposes. General
Journal reporting is also context sensitive, such that users can produce
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 107
reports based on multi -selected line items in summary or detail
amounts at the General Journal View.
Bank Reconciliation
• The bank reconciliation feature allows the user to input statement
opening and closing dates and amounts, count of documents clearing
the bank, and bank credits and debits, and adjusting entries related to
bank fees, interest, etc. The visual bank reconciliation feature presents
the user with a live bank to book update — as checks and deposits are
cleared the difference between book and bank approaches zero. Once
reconciled the KCN bank statement can be locked against future
changes.
Recoverable Transactions and Inmate Debts
• The KeepTrak Banking system will allow the facility to charge any
number of user -defined recoverable transactions (including but not
limited to Indigent Purchases) to an inmates account when the inmate
does not have the funds to make payment for the charge. Keefe will
create a receivable account for each inmate and track this account until
full payment is made. Keefe is designed to recover, based on the
facility's rules, any funds that are owed to the facility at various points
as transactions occur
• Payment at Charge Time — Any given recoverable type may be
enabled to collect all or part of the amount assessed at the time of the
assessment. If the inmate has no money in his or her personal account,
the amount of the assessment will be stored as a recoverable amount.
If only a portion of the assessment was collected, the uncollected
portion will remain as a recoverable amount.
• Future Collection of Unpaid Amounts - Amounts uncollected at
charge time may be recovered from future deposits based on a
percentage of the deposit, prioritized by assessment type or by a
percentage allocation to various assessment types. The user may also
set a minimum balance to be retained to allow for commissary or other
purchases and disbursements
• On -Demand Collection — Keefe will allow the authorized user to
selectively recover unpaid amounts from the current inmate account
balance.
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 108
• Collection at Time of release — Remaining uncollected recoverable
amounts may be collected during the account closeout process, also
prioritized by charge type
• Collection at Time of Reinstatement — Remaining uncollected
recoverable amounts may be collected during reinstatement should the
inmate return to the facility at a future date
o Recovered amounts are accumulated in a real time General
Ledger account. From the collected GL account(s) users of the
Keefe system may disburse a check to clear the balance owed
to the County or other service providers or authorities.
N. Money Handling Procedures
KeepTrak® features a Cash Management module that allows the following money
handling procedures;
• Enforced Drawer Counts
• Automated drawer closing and transfer procedures
• Lockout of Cash transactions if drawer is not opened
• Cash drawer approval workflow including recount, over &
short investigation, supervisory adjustment, pooling of
approved drawers into a single bank deposit, on-line review
of all drawer activities including counts, changes,
approvals, deposits
O. Commissary Order and Delivery Process
Currently KCN customers use either its full KeepTrak® Inmate Banking and
Commissary software system or any number of other banking commissary solutions
such as:
Point of Sale — Walkup
• Technologies Applied
• Bar-coded counter sales
• Inventory Management
• Real -Time or Batch integration with Banking System
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 109
Point of Sale — Mobile Cart
• Inmates shop from their living unit
• Mobile WiFi point of sale system with products on cart
• Technologies Applied
• Bar -Coded Cart sales
• Inventory Management
• Real -Time of Batch integration with Banking System
Bag & Deliver — Scan Forms
• Inmates submit a `bubble -scan' form to be filled and
delivered
• Filled centrally, regionally or locally
• Delivery by Carry -Out or by Pod
• Technologies Applied
• NCR high speed scan order entry
• Pick Slip printing
• Inventory Management
• Real -Time of Batch integration with Banking System
Bag & Deliver - Kiosks
• Inmates place orders from kiosk to be filled and delivered
• Filled centrally, regionally or locally
• Delivery by Carry -Out or by Pod
• Technologies Applied
• Kiosk Order Entry
• Pick Slip printing
• Inventory Management
• Real -Time or Batch integration with Banking System
Bag & Deliver - Touchtone Phone Order Entry
• Inmates place orders from a touchtone phone to be filled
and delivered
• Filled centrally, regionally or locally
• Delivery by Carry -Out or by Pod
• Technologies Applied
• Phone Order Entry
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 110
• Pick Slip printing
• Inventory Management
• Real -Time or Batch integration with Banking System
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 111
ATTACHMENTS
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 112
ITEM/PRICE LIST
KCN is proposing the same menu that is currently being used by Weld County, with the
exception of some minor price adjustments. We have also included a list of items we
would like Weld County to consider adding to the menu as well as a list of items that will
be available soon if Weld County is interested.
Proposed Menu
KCN
#
DESCRIPTION
SELL
PRICE
14
(EA)SUAVE SHAMP/COND 14.5OZ 2N1
$2.75
16
(EA)SUAVE CUCUMBER -MELON CONDITIONER
$2.15
46
(EA) PROTEIN 29 HAIR GEL 3OZ
$2.90
55
(EA) PRO GLO POMADE 4OZ
$2.77
65
(EA)SOFTEE CURL ACTIVATOR GEL
$4.13
105
(EA)POWER UP DEOD 2.5 OZ EXTREME
$2.50
106
(EA) POWER UP A/P DEO FOR WOMEN
$2.50
219
(EA) CRAW CLEAR CCB LOTION 8OZ
$1.50
234
(EA) SUAVE ALOE VERA LOTION 10 OZ
$2.65
255
(EA) BENZOYL PEROXIDE
$2.50
273
(EA) CHAP -ET LIP CONDITIONER
$1.00
320
(EA) MAGIC CREAM SHAVE 6OZ
$3.64
340
(EA) PRO-TECTION SHAVE CREAM 7 OZ
$1.95
350
(EA) PRO-TECTION AFTER SHAVE GEL
$1.55
362
(EA) NEXT1 DANDRUFF SHAMPOO 15 OZ
$2.00
400
(EA)IRISH SPRING 3.2 OZ SOAP
$0.85
414
(EA) DIAL 4.0 OZ SOAP
$0.95
440
(EA) DOVE SOAP 3.5OZ
$1.80
Keefe Commissary Network
RFP # B0800144 "Inmate Commissary Service"
Pg. 113
444
(EA) NEUTROGENA SOAP 3.5OZ
$3.85
491
(EA) TWO PIECE SOAP DISH
$0.60
500
(EA)HERITAGE 8 OZ MINT MTHWSH
$1.40
507
(EA) COLGATE WINTERFRESH GEL
$2.40
519
(EA)COLG 2.7 OZ TARTAR CNTRL
$1.76
544
(EA) FLOSS LOOPS (PACK OF 30)
$2.25
580
(EA) TOOTHBRUSH HOLDER (TWO PIECE)
$0.60
591
(SINGLE) DENTURE TABLET
$0.10
595
(EA) EFFERGRIP CRM 2.5 OZ TUBE
$3.89
750
(EA) NAIL CLIPPER NO FILE
$0.97
810
(EA) MENS CLUB BRUSH
$1.50
820
(EA) VENT HAIR BRUSH BLACK
$1.50
854
(EA) LARGE GREEN FOAM ROLLERS
$2.25
855
(EA) PONY OH BLK TERRYCLTH PON
$0.20
910
(EA) TROPEZ CHARCOAL BLK MASCARA
$1.45
930
(EA) AUTUMN BROWNS 4 -PAN EYESHADOW
$3.25
1001
(EA) LARGE STAMPED ENV
$0.52
1008
(EA) BLUE SECURITY FLEX PEN
$0.35
1015
(EA) NO CLASP ENVELOPE 9 1/2 X 12
$0.20
1061
(PAD) 8 1/2" X 11" YELLOW 50 SHEETS
$1.00
1070
(PAD) SKETCH PAD 8 1/2" X 11"
$1.00
1080
(EA) 3 1/2" COLORED PENCIL SET
$1.30
1100
(EA) BIRTHDAY CARD
$1.70
1107
(EA) MISS YOU CARD
$1.70
1207
(EA) AAA SINGLE ENERGIZER BATTERY
$1.25
1303
(EA) BICYCLE U.S. POKER PLAYING CARDS
$2.50
1305
(EA) AVIATOR PINOCHLE CARDS
$1.75
Keefe Commissary Network
RFP # B0800144 "Inmate Commissary Service"
Pg. 114
1308
(EA) WORD SEARCH PZL #32
$1.80
1400
(EA) CEREAL BOWL WITH LID 24OZ
$0.60
1415
(EA) TUMBLER W/LID 22 OZ.
$0.60
1432
WASH CLOTH
$1.25
2011
(EA)KF FD DECAF COL COF 3 OZ
$3.65
2028
(BX) KEEFE 48 COUNT TEA BAGS
$2.50
2048
(EA)NESTEA W/LEMON & SGR 11 OZ
$2.50
2067
(EA) NESTLE RICH HCM SS
$0.35
2073
(EA) KRGR SS SF HOT COCOA
$0.35
2079
(BX) SUGARTWIN 2 W/ASPARTAME 100 CT
$2.70
2081
(EA) SINGLE SERVING SUGAR PACK
$0.05
2082
(EA) KF SS NON-DAIRY CRMR
$0.05
2300
(EA)TANG BKFST DRINK 6 OZ
$1.50
2310
(EA)CTRY TIME LEMONADE 6 OZ
$1.50
2330
(EA)TROPICAL PUNCH KOOL-AID 6 OZ
$1.50
2334
(EA) CHERRY KOOL-AID 6 OZ
$1.50
3020
(EA) OREO COOKIES 1.8 OZ
$0.70
3050
(EA) 16OZ SNACK LEGENDS CHOC CHIP
COOKIES
$2.55
3114
(BX) KK SNACK CRKRS 16 OZ
$2.90
3130
(EA)RITZ SANDWICH W/CHEESE 1.3 OZ
$0.65
3205
(EA) CHOCOLATE MARSHMELLOW PIE
$0.80
3226
(EA) SNACK LEGENDS CHOC ICED DONUTS
2PK
$0.95
3230
(EA) SNACK LEGENDS P/B WAFERS 6 PK
$2.15
3231
(EA)SL OATMEAL CAKES & CREAM 6 PK
$2.15
3236
(EA) SNACK LEGENDS SWISS ROLLS 6 PK
$2.15
3245
(EA) SNACK LEGENDS DUNKIN STICKS 6 PK
$2.15
3261
(EA)SL MEGA HONEY BUN 4.75 OZ
$1.05
Keefe Commissary Network
RFP # B0800144 "Inmate Commissary Service"
Pg. 115
3270
(EA) SNACK LEGENDS CHOC CUPCAKES 2 PK
$1.00
4001
(EA) M & M PEANUT 1.74 OZ
$0.90
4004
(EA) BABY RUTH 2.1OZ
$0.90
4005
(EA) BUTTERFINGER
$0.90
4010
(EA) SNICKERS BAR 2.7 OZ
$0.90
4013
(EA) MILKY WAY 2.05 OZ
$0.90
4020
(EA) PAYDAY
$0.90
4035
(EA) REESES PB CUP 1.6 OZ
$0.90
4037
(EA)HERSHEY W/ ALMONDS 1.45 OZ
$0.90
4115
(EA) RED BITES LICORICE 4 OZ
$0.90
4120
(EA) ROOTBEER BARRELS 4.25OZ
$0.90
4135
(EA) JOLLY RANCHER ASSORTED
$1.15
4146
(EA) ATOMIC FIRE BALLS 3OZ
$0.90
4150
(EA) SOUR FRUIT BALLS 4.25OZ
$0.90
4155
(EA) SUGAR -FREE WILD FRUIT 1.7 OZ
$0.90
4315
(EA) TOOTSIE POP
$0.25
6000
(EA) RAMEN - CHICKEN FLAVOR
$0.75
6001
(EA) RAMEN - SHRIMP FLAVOR
$0.75
6003
(EA) RAMEN - CAJUN SHRIMP
$0.75
6004
(EA) RAMEN - TEXAS BEEF FLAVOR
$0.75
6005
(EA) RAMEN - CHILI FLAVOR
$0.75
6011
(EA) HOT & SPICY VEGETABLE RAM
$0.75
6110
(EA) CORN CHIPS
$1.65
6117
(EA)C.A. CHEESE CRUNCHY 11 OZ
$2.00
6123
(EA) PORK RINDS
$1.65
6134
(EA) MOON LODGE CARAMEL CORN
$0.85
6143
(EA) MOON LODGE SOUR CREAM & ONION
CHIPS
$1.85
Keefe Commissary Network
RFP # B0800144 "Inmate Commissary Service"
Pg. 116
6165
(EA) MOON LODGE BBQ POTATO CHIPS
$1.85
6174
(EA) BC HOT CHILI W/BEANS 11.2 OZ
$1.50
6300
(EA) SIX GUN BEEF HICKORY SMOKED
$0.65
6312
(EA)BEEF SUMMER SAUSAGE 3 OZ
$1.65
6318
(EA)SUMMER SAUSAGE HOT 5 OZ
$2.00
6348
(EA) C.A. HOT CHEESE CRUNCHY 9 OZ
$2.00
6400
(BAR)QUAKER CHOC CHIP GRAN BAR
$0.65
6410
(EA) GRAPE JELLY 12 OZ
$2.65
6417
(EA) KK CREAMY P BUTTER 18 OZ
$3.50
6424
(EA)CITY COW JALAP SQUEEZABLE
$3.50
6500
(EA) KAISER HOT PICKLE
$1.00
6506
(EA) C.A. SLICED JALAPENO PEPPERS
$2.50
6510
(EA) EXTRA HOT PICANTE SAUCE
$2.10
6512
(EA) LOUISIANA HOT SAUCE 6 OZ
$1.10
6520
(BX) KRGR VARTY INSTANT OATMEAL
$3.25
6600
(EA) 6CT C.A. FLOUR TORTILLA 8 OZ
$1.50
6710
(EA)CHILI REFRIED BEANS & RICE
$1.26
6785
(EA)FRITO LAY NACHO DORITOS
$1.65
6826
(EA)FC CHNKLGHT TUNA/VVATER 4.25 OZ
$1.85
6854
(EA)FERNANDEZ PEQUIN
$1.75
7181
KOSS PTX-6
$1.50
Keefe Commissary Network
RFP # B0800144 "Inmate Commissary Service"
Pg. 117
Proposed Additions
KCN #
DESCRIPTION
SIZE
SELL
PRICE
15
Shampoo
15 oz
$2.15
2010
Instant Coffee Crystals
4 oz
$2.85
2205
Tea wl Lemon Hot or Cold Singles
0.56 oz
$0.35
2080
Sugar Twin (single packet)
0.028 oz
$0.05
2110
Fruit Punch -Sugar -Free Single
1.4 g
$0.35
2115
Black Cherry Sugar -Free Single
1.4 g
$0.35
2210
Fruit Punch Singles
0.88 oz
$0.35
2215
Cherry Drink Singles
0.88 oz
$0.35
2220
Lemonade Singles
0.88 oz
$0.35
3004
Peanut Butter Cr�me Cookie
6 oz
$1.25
3010
Chocolate Chip Cookies 2pk
2.75 oz
$0.70
3031
Orange Pineapple Cremes Cookies
6 oz
$1.25
3110
Simply Social Crackers
5 oz
$1.80
3124
Crackers with Peanut Butter 6 pk
1.38 oz
$0.65
3218
Fudge Brownie
3.25 oz
$1.15
3248
Large Iced Cinnamon Roll
4 oz
$1.15
3251
Strawberry Toaster Pastry 3 pk
11 oz
$2.50
3252
Brown Sugar Cinnamon Toaster Pastry 3 pk
11 oz
$2.50
3253
Blueberry Toaster Pastry 3 pk
11 oz
$2.50
4121
Jelly Beans
4.25 oz
$1.00
6002
Ramen Noodle - Beef
3 oz
$0.75
6007
Ramen Noodle- Cajun Chicken
3 oz
$0.75
6050
Long Grain White Rice Resealable Clear
7 oz
$1.70
6700
Refried Beans Resealable Clear
8 oz
$2.00
Keefe Commissary Network
RFP # B0800144 "Inmate Commissary Service"
Pg. 118
6711
Hot Chili Refried Beans & Rice
4.4 oz
$1.40
2664
Macaroni and Cheese Single Serve
3 oz
$1.45
2666
Cheesy Rice Single Serve
2 oz
$0.90
2667
Spicy Cheesy Rice Single Serve
2 oz
$0.95
2669
Spicy Cheesy Refried Beans Single Serve
4 oz
$1.55
2670
Spicy Refried Beans Si Rice Single Serve
4 oz
$1.55
6210
Peanuts
1 oz
$0.65
6217
Tropical Blend
4 oz
$1.25
6176
Beef Stew
11.25 oz
$2.60
6305
Lil Chub High Heat
1.625 oz
$1.10
6310
Pepperoni
1 5/8 oz
$1.10
6764
Beef & Cheese Stick
1.2 oz
$1.50
6415
Peanut Butter Single Squeeze -Urns
1.12 oz
$0.45
6425
Spicy Instant Nacho Cheese Sauce
1.5 oz
$1.45
6429
Jalapeno Cheese Squeeze Clear
2 oz
$0.60
6540
Strawberry Cereal Bar
1.3 oz
$0.65
6178
Fresh Catch Fillets of Mackeral
3.53 oz
$1.50
6179
Fresh Catch Sardines in Oil
3.53 oz
$1.50
6190
Fresh Catch Fish Steaks w/ Green Chili
3.53 oz
$1.50
6172
Chilli - NO BEANS
11.25 oz
$2.60
6174
HOT Chili w/Beans
11.25 oz
$2.60
530
Clear Flouride Toothpaste
4 oz
$1.50
397
Cocoa Butter Bar
5 oz
$1.10
Keefe Commissary Network
RFP # B0800144 "Inmate Commissary Service"
Pg. 119
Denver Master Item List Future Additions
KCN #
DESCRIPTION
SIZE
SELL
PRICE
2000
KEEFE COFFEE SINGLE
SS
$0.35
2070
HOT COCOA SINGLE
SS
$0.40
2105
N/S SS TEA W/LEMON
SS
$0.35
2120
N/S SS LEMONADE
SS
$0.35
2200
S.S. ORANGE BREAKFAST DRINK
SS
$0.35
6079
WHOLE SHABANG
1.5 OZ
$0.70
6100
POTATO CHIPS
1.5 OZ
$0.70
6105
BBQ POTATO CHIPS
1.5 OZ
$0.70
6111
HOT & SPICY CORN CHIPS
1.5 OZ
$0.70
6112
BBQ CORN CHIPS
1.25 OZ
$0.70
6114
HOT FRIES (ANDY CAPP)
1 OZ
$0.70
6116
CHEESE PUFFS
2 OZ
$1.15
6120
NACHO TORTILLA CHIPS
1.5 OZ
$0.70
6125
HOT CHIPS
1.5 OZ
$0.70
6201
ML BUTTER MICRO POPCORN
3.5 OZ
$1.00
3030
SL VANILLA CREAM COOKIES
6 OZ
$1.25
3035
SL CHOCOLATE CHIP COOKIES
6 OZ
$1.25
3040
SL ICED OATMEAL COOKIES
6 OZ
$1.25
3045
SL DUPLEX CREME COOKIES
6 OZ
$1.25
3274
ICED HONEY BUN
6 OZ
$1.30
3290
STRAWBERRY DONUT 2PK
4 OZ
$1.20
6606
SALTED PEANUTS
1.75 OZ
$0.75
6607
HOT PEANUTS
1.75 OZ
$0.75
6428
SHARP CHEESE SQUEEZE
2 OZ
$0.75
Keefe Commissary Network
RFP # B0800144 "Inmate Commissary Service"
Pg. 12 0
6321
O'BRIEN'S BEEF & CHEDDAR STICK
1.125
$0.95
6322
O'BRIEN'S HOT & SPICY SAUSAGE
1 g 5
$0.95
6412
GRAPE JELLY SINGLE
1 OZ
$0.55
6262
MAYONNAISE PACKETS
12 PK
$1.20
6263
MUSTARD PACKETS
12 PK
$0.75
6264
KETCHUP PACKETS
12 PK
$0.75
6268
HOT SAUCE PACKETS
12 PK
$0.75
4124
MINT STICK
.8 OZ
$0.35
3182
PB GOO GOO CLUSTER BAR
EA
$0.60
4057
ORIGINAL GOO GOO CLUSTER BAR
EA
$0.60
4058
PEANUT CHEW
.9 OZ
$0.60
4065
BIG HUNK BAR
2 OZ
$0.90
4387
ROCKY ROAD BAR
1.8 OZ
$0.90
Keefe Commissary Network RFP # B0800144 "Inmate Commissary Service"
Pg. 121
BROCHURES
•
•
Offender Supervision Bureau
To: Monica Mika, Director of Administrative Services
From: Charles Eggers
Date: November 18, 2008
Re: Bid# B0800144- Inmate Commissary Service at the Weld
County North Jail Complex
Two proposals were received and opened on November 7, 2008 for contract services to provide inmate
commissary service at the North Jail Complex.
Each proposal had a possible score of 270 points per evaluator for a combined score of 1080 points
possible. (see page 2)
The evaluation committee consisted of the following individuals:
Sterling Geesaman- Offender Supervision Bureau Deputy Bureau Chief
Steve Reams- Offender Supervision Bureau Deputy Bureau Chief
Rich Wayman- Alternative Programs Commander
Charles Eggers — Offender Supervision Support Services Supervisor
Of 1080 points possible, the two proposals scored the following overall:
Aramark Correctional Services: 610 points
Keefe Commissary Network: 998 points
The evaluation committee, respectfully recommends Keefe Commissary Network be awarded the
contract to provide Inmate Commissary service at the North Jail Complex based upon the totality of
their proposal.
Thank You for your consideration in this matter.
Respectfully,
Charles Eggers
Support Services Supervisor
Weld County Sheriff's Office
Offender Supervision Bureau
Of
Offender Supervision Bureau 2110 O Street Greeley, CO 80631
/9--9 /Q0
50113,0
2if 2994
Offender Supervision Bureau
To: Monica Mika, Director of Administrative Services
From: Charles Eggers
Date: November 18, 2008
Re: Bid# B0800144- Inmate Commissary Service at the Weld
County North Jail Complex
Each proposal was evaluated utilizing the following criteria as outlined in the RFP.
Criteria Description Priority Possible
(1-5 scale)* Points
Points Total
Awarded (Priority z Pts.
Awarded)
Commission Structure
Stated commission for full performance
in meeting the requirements of the RFP.
3
10
Computer —
Hard/Software
Provide appropriate hardware, software,
and training of county staff to facilitate
efficient Inmate Phone System.
4
10
Support
Understanding of Inmate Phone System
and desire to maintain efficient and
effective operation. How vendor will
initiate and fully implement phone
service. Proposal clarity, understanding
of service, and demonstrates assurance of
performance as to quality and efficiency.
5
10
Technical Service and
Support
Vendor has local subcontractor to
provide on -site technical support upon
notification of phone system
discrepancies/failure as defined by
facility.
4
10
Qualifications
Vendor is an established business
dedicated to providing phone services in
a correctional or detention setting.
(Length of time vendor has been in the
business, current and recent history of
performance, apparent capability to
perform well).
3
10
Price
Reasonable and fair pricing of phone
service to the inmates.
4
10
Proposed Technology
and Features
Each firm will be evaluated based on the
phone system and features being
proposed as well s the time frame and
security procedures involved in the
installation and operation of the system.
5
10
Customer Service
Grand Total
Vendor must demonstrate understanding
of importance of customer service (i.e.
inmate family, friends, etc.) and how
billing issues are dealt with. Process of
resolving billing disputes and inmate
requests is priority, and references are
provided, demonstrating customer service
level as im,ortant.
4
10
Offender Supervision Bureau 2110 O Street Greeley, CO 80631
DATE OF BID: November 7th, 2008
REQUEST FOR: Commissary Services
DEPARTMENT: Sheriffs Department
BID NO: #B0800144
PRESENT DATE: Nov. 12th, 2008
APPROVAL DATE:
VENDORS
Keefe Commissary Network
4870 Florence Street
Denver CO 80239
Aramark Correctional Services
2558 Ranch Road 32
Blanco TX 78606
**BIDS ARE BEING REVIEWED AT THIS TIME**
WELD COUNTY PURCHASING
915 10TH Street Greeley CO 80631
E -Mail: mwalters(cilco.weld.co.us
E-mail: reverettco.weld.co.us
Phone: (970) 356-4000, Ext. 4222 or 4223
Fax: (970) 336-7226
50 0030
2008-2995
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