Inmate Commissary and Cash Handling Payment Services

The County of Mohave, on behalf of the Mohave County Sheriff’s Office (MCSO), is seeking proposals from qualified respondents to provide Inmate Commissary and Cash Handling Payment Services. All proposals are due before 2:00 pm on Tuesday, April 14, 2026. The contract is to provide combined services to the Adult Detention Center (ADC) located in Kingman, Arizona. The selected Contractor will need to integrate any necessary software and hardware into the existing systems used at the facility, be responsible for the Inmate Trust Funds deposited and provide a way to view and use funds for purposes authorized, and be responsible for taking commissary orders, packaging orders, and delivering orders once per week. The County will receive a commission on all revenue sources generated by the contract.

Project Details

• Reference ID: 2026-015-RFP
• Department: Sheriff
• Department Head: Doug Schuster (Sheriff)

Important Dates

• Questions Due: 2026-03-25T06:59:00.000Z
• Pre-Proposal Meeting: 2026-03-18T17:00:00.000Z — via Microsoft Teams Meeting See Notice of Request for Proposal for Link to Join

Addenda

• Addendum #1 (released 2026-03-18T00:03:27.094Z) —

  Please use the See What Changed link to view all the changes made by this addendum.

  This amendment adds a Pre-Proposal Conference Agenda.

   

• Official Notice #1: Current Contracts and Amendments (released 2026-04-03T16:22:41.249Z) —

  Attached are the current Inmate Commissary and Cash Handling Payment Services contracts.

   

  Edit April 7, 2026:

  Previous file for the Commissary Contract portion, Mohave County Agreement #21SF02, was missing 4 pages. Complete file has been re-uploaded as "21SF05_EXECUTED_CONTRACT_&_AMENDMENTS_1-5_v.260407.pdf "

• Addendum #2 (released 2026-03-20T23:18:54.826Z) —

  A Site Walk has been scheduled.

  Section 3.24. SITE WALK

  SITE WALK ATTENDENCE IS NOT MANDATORY

  DATE: March 26, 2026

  TIME: 10:00 AM (Arizona Time)

  SITE ADDRESS: Mohave County Adult Detention Center, 501 W. Hwy 66, Kingman, AZ 86401 

  MEET AT LOCATION: Detention Center Lobby

  PURPOSE: A site walk has been scheduled by the request of interested parties and is open to all interested parties. The Site Walk will entail meeting at the facility location and showing the areas of interest for the scope of this RFP.  Be advised that, due to security requirements of the facility, some areas may be restricted without authorization. Documentation may be requested before authorization is granted for those areas. Please bring Personal Identification and Company Identification. 

• Official Notice #2: Current Commissary List and Pricing (released 2026-04-07T00:19:13.838Z) —

  Attached is the current commissary list with pricing.

• Addendum #3 (released 2026-04-07T21:49:09.706Z) —

  This Amendment extends the Proposal Due Date to April 17, 2026 at 2:00 PM (Local Arizona Time).

• Official Notice #3: Correction to Official Notice #1 (released 2026-04-07T21:59:15.223Z) —

  The Official Notice #1 has been edited. 

  The previous file for the Commissary Contract portion, Mohave County Agreement #21SF02, was missing 4 pages and has been removed.

  A replacement file has been added to Official Notice #1 on April 7, 2026 as "21SF05_EXECUTED_CONTRACT_&_AMENDMENTS_1-5_v.260407.pdf " 

Evaluation Criteria

• Method of Approach (45 pts) —

  Offeror must provide the following:

  1. A narrative of Offeror's approach to performing the Scope of Services, to include:
     
     1. Strategy to implement software and hardware along with timeline. Be sure to include all County resources and access needed to complete implementation.
     2. Strategy for developing and maintaining the MSL.
     3. Strategy to provide quality of product and support the packaging guidelines.
     4. Strategy for providing Cash Handling Payment Services
     5. Strategy for making changes to support MCSO security concerns and addressing cyber security.
     6. A description of Offeror's approach to curing issues that arise during the performance of work.
     7. A description of how Offeror has previously implemented and performed similar services in the past.
     8. A description of your 24-7 customer support services.
  2. The Offeror's list of currently offered commissary products that identifies price, description, size, manufacturer name, manufacturer sku number.
  3. The Offeror's Fee Schedule, to include:
     1. All fees and charges inmates may incur from ordering Commissary Services.
     2. All fees and charges to inmates and/or family for Inmate Trust Fund account transactions.
     3. Itemize the fees and charges with the rate for each and the conditions for when each would be applied.
     4. Identify expected revenue generation from collected fees and charges.
• Qualifications & Experience (30 pts) —

  Offeror must provide the following:

  1. A narrative history of Offeror's firm, to include: 
     1. Experience working with government agencies and/or detention facilities. 
     2. Experience in operating commissary services in a detention facility.
     3. Experience in operating cash handling payment services for inmates.
  2. Qualifications and experience of proposed staff who would perform services under this contract.
  3. A minimum of three references who can speak to Offeror's qualification and experience, to include:
     1. Company name and information.
     2. Company contact that may be asked to provide responses to a questionnaire. 
     3. Description of relationship with company.
• Commission Proposal (25 pts) —

  Offeror must provide commission to be paid to MCSO based on a percentage of gross revenues collected by Offeror.

  Commission Proposal scoring will be calculated based on this formula:

  

Submission Requirements

• Certification (required) —

  By signature in the Offer and Acceptance Form, Offeror certifies the following:

  1. The submission of the offer did not involve collusion or other anti-competitive practices.
  2. The Contractor shall not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246, or A.R.S. § 41-1461, et seq.
  3. The Contractor has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer.
  4. The Contractor submitting the offer hereby certifies that the individual signing the proposal is an authorized agent for the company and has the authority to bind the Offeror to the contract.
  5. The Contractor certifies to the best of his/her knowledge and belief, that they are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal, state, or local government. 

  Do you agree to the above?

• Documents to Submit —

  Please ensure that all required information is included with your offer.

  1. Offer and Acceptance Form
  2. References
  3. Offeror's Fee Schedule
  4. Commissary Product List
  5. Proposal Documents
• Offer and Acceptance Form (required) —

  Upload the signed Offer and Acceptance Form. This is the final page of the RFP document.

• References (required) —

  Upload a sheet containing a minimum of three references who can speak to Offeror's qualification and experience, to include:

  • Company name and information.
  • Company contact that may be asked to provide responses to a questionnaire.
  • Description of relationship with company.

  Using Attachment A - Reference Form is not required, but has been provided for your choice to use.

• Offeror's Fee Schedule (required) —

  Upload a rate sheet detailing all proposed fees and charges to be charged to inmates and the public in the course of providing any services under this contract, such as, but not limited to, fees and charges related to financial services, banking, transactions, inmate trust accounts and any other fees and charges that will occur in the performance of this contract. 

• Commissary Product List (required) —

  Upload a list of currently offered products that identifies price, description, size, manufacturer name, manufacturer SKU number.

• Proposal Documents (required) —

  Upload all other Proposal Documents - this should include all of the information requested by the RFP, such as the requirements of the Evaluation of Proposals and Instructions to Offerors sections.

• Will the resulting contract have federal funding? (required)
• Insurance Requirements (required) —

  Please select the additional insurance coverages required for this project. Please select all that apply.

• Is this Contract Project-based, Term, or Term with Renewals? (required) —
  • Project-based or One-Time - is for a specific project or purchase that is complete when they finish, with no specific term. This is normal for a design contract, commodity purchase, or for a one-time service. 
  • Term - ends after a specified term with no renewals, such as a simple one-year contract.
  • Term with Renewals - has an initial term with optional renewals. This is normal for a long-term services contract, such as an on-call contract, purchase with indefinite quantity over time, or service contract that will happen regularly over years.

  This question will select either Term or Term with Renewals in Special T&Cs. Project-based will not have either of those, so remember that you can specify time for completion/delivery in Scope.

  If none of these make sense, choose Project-Based or One-Time.

• Contract Initial Term (required) —

  If the Contract is Project-based or One-Time, ignore this - it won't do anything.

  If the Contract is Term or Term with Renewals, enter the length of the initial term of the Contract here, in this format:

  one (1) year

• Contract Renewal Term (required) —

  If the Contract is Project-based, One-Time, or Term with no renewal options, you can ignore this, it won't do anything.

  If the Contract is Term with Renewals, enter the number of renewal options and the length of each option, in this format:

  four (4) additional one (1) year

• Do you have a web-based pre-proposal conference? (required) —

  If yes, this will add a section in Notice of Invitation for Proposals that you will need to edit. Paste the "Location" there. 

• Pricing (required) —

  Will you build the pricing in OpenGov Procurement (OG Pro)?

• Attachments (required) —

  Do you have additional attachments?

  This adds the Attachments page. If you say no, it just has a blank page there, instead.

• Legal Publication Date 1 (required) —

  What is the 1st date of legal publication?

• Legal Publication Date 2 (required) —

  What is the 2nd date of legal publication?

• Special Terms and Conditions Library —

  Italics are Morgan's commentary. 

  Most default to No. The ones that are required but have no default are the most commonly-added T&C's. 

• ADDITIONAL PRODUCTS AND SERVICES (required) —

  Add this if it is likely that we might want to make some small alteration to what we are ordering in the future, like a slightly different size, color, etc...

  Additional products and services in line with the scope and intent of this RFP may be supplied by the vendor. Pricing for these services must be aligned with the Pricing Proposal and negotiated prior to the delivery of those products and services. 

• ADDITIONAL PURCHASE (required) —

  For one-off purchase if we might want to purchase more of the same at the same rate. Often better to use a Term contract, instead. 

  "The County reserves the right to purchase additional equipment or services under the same terms and conditions of this contract within the next twelve months, if funds permit."

• ALTERNATE PRODUCT LITERATURE (required) —

  Usually for equipment and materials - they have to submit specs with their bid. Make sure to give them somewhere to upload those. 

  "Offerors submitting a bid/offer for products other than those specified shall submit a brochure or descriptive catalog giving detailed specifications of the proposed equipment being offered. Bids/Offers received without such materials may be deemed non-responsive."

• AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (required) —

  Use if we are bidding but don't have the money in the bank, yet. Usually when bidding before budget approved or to get numbers to get funds from some other agency.

  "Funds are not presently available for performance under this Contract. The County's obligation for performance of this Contract is contingent upon the availability of funds from which payment for Contract purposes can be made. No legal liability on the part of the County for any payment may arise for performance under this Contract until funds are made available for performance of this Contract."

• BID SURETY (required) —

  Not normal unless construction, and construction shouldn't be an RFP. Need to rewrite for RFPs and not bids.

  "Bidders/Offerors shall furnish, with their bid/offer, a bid surety in the amount of 'Bid Surety Percentage% of their total bid/offer. This may be in the form of a bid bond, certified check, cashier’s check, letter of credit from a bank, certificate of deposit, money order or an annual bid and performance bond. When filing with the County, an annual bid and performance bond shall be in an amount no less than 'Bid and Performance Bond. Checks provided as surety will be deposited by the County. Refunds will be made to any unsuccessful bidders/offerors upon determination of award."

• BRAND OR TRADE NAMES (required) —

  When your specs are brand-specific, use this. Common for equipment.

  "Any manufacturer's names, trade names, brand names or catalog numbers used in the solicitation are for the purpose of describing and/or establishing the quality, design and performance required. Any such reference is not intended to limit or restrict any bid/offer by any vendor, but is only listed in order to advise potential bidders/offerors of the requirements of the County. Any bid/offer which proposes like quality, design or performance will be considered."

• CANCELLATION OF LEASE DUE TO INSUFFICIENT FUNDING (required) —

  We already have similar language in Standard's. Include if funding is insecure.

  "The successful Bidder/Offeror will be required to agree to the following:

  The County reasonably believes that sufficient funds can be obtained to make all payments during each of the renewal terms. The County hereby covenants that it will do all things lawfully within its power to obtain and maintain funds from which the payments may be made, including making provisions for such payments to the extent necessary in each annual fiscal year budget submitted for the purpose of obtaining funding or by obtaining separate funding by a third party.

  If after formal written budget request submitted by the County, the Mohave County Board of Supervisors does not allocate funds necessary to continue payments for the renewal term, the County may terminate this agreement at the end of the fiscal year term. Parties acknowledge and agree that it is their intent that funding by the County shall continue throughout the term of this agreement, but the parties recognize that such funding is subject to the provisions of A.R.S. Sec. 42-301, et seq. in the event of non-allocation of funds. Lessor shall have only the right and remedy of taking possession of the equipment."

• CATALOGS (required) —

  Use if RFP is about getting a discount on the vendor's whole catalog. 

  "Contractor shall provide, at no cost, copies of catalogs and/or price lists to using agencies in hard copy or electronic files, as requested."

• COOPERATIVE PURCHASING (required) —

  This makes the contract cooperative. Good candidates for cooperative are long-term contracts that are not project-specific. I encourage you to make contracts cooperative if another agency might use it.

  "Contractor will, when requested, provide goods and services at the same prices and under the same terms and conditions as set forth in this Contract to any public or nonprofit agency that, at the time of request, has a Cooperative Purchasing Agreement with the County or participates in the Strategic Alliance for Volume Expenditures (SAVE) cooperative. These lists are subject to change. Contractor may, however, negotiate with an agency for payment of additional out-of-pocket expenses that will be incurred by Contractor in providing goods and services to the agency (i.e., freight charges, travel related expenses, etc.).

  Each participating agency that orders goods or services under this Contract as provided above is solely responsible for paying Contractor for those goods and services. The County is not responsible for any disputes arising out of transactions made by others."

• CURRENT PRODUCTS (required) —

  Use for equipment and vehicles if we want this-year's model.

  "All products being offered in response to this solicitation shall be in current and ongoing production, shall be formally announced for general marketing purposes, shall be a model or type currently functioning in a user environment and capable of meeting or exceeding all specifications and requirements set forth in this solicitation."

• DEFECTIVE PRODUCT (required) —

  Good for equipment and materials - replace if defective at their cost.

  "All defective products shall be replaced and exchanged by the Contractor. The cost of transportation, unpacking, inspection, re-packing, re-shipping or other like expenses shall be paid by the Contractor. All replacement products must be received by the County within seven (7) days of initial notification."

• DELIVERY CONSIDERATION (required) —

  When delivery time is an important factor.

  "Delivery is an important consideration and will be a factor in the determination of an award. Therefore, delivery time after receipt of an order must be stated in definite terms. Should there be variations in delivery time by item, bids/offers must be clear in regard to those variations."

• DESCRIPTIVE LITERATURE (required) —

  Use for equipment, vehicles, and technology.

  "All bids/offers must include complete manufacturers' descriptive literature regarding the product they propose to furnish. Literature shall have sufficient detail in order to allow a complete evaluation of the bid/offer submitted. Failure to include this information may result in the bid/offer being rejected."

• DISCOUNT (required) —

  Use when the bid is for a discount off of a price list. 

  "The Offeror shall provide prices based on the percent of discount off of a referenced manufacturer's price list. A copy of the referenced price list and the applicable catalog(s) shall be enclosed with the bid/offer. Failure to include either the manufacturer's price list or the applicable catalog(s) will result in the bid/offer being rejected."

• DISCOUNTED PRICE (required) —

  Another term about price lists - make sure not to overlap with DISCOUNTS and CATALOGS and such.

  "Prices calculated by the Offeror shall be entered on the price sheet(s) provided. Prices entered shall be computed using the same discount referenced by the Bidder/Offeror. In the event of Contract award, the Contractor shall furnish all items in the manufacturer's catalog, at the discount offered, using the referenced price list. Additionally, the Contractor must provide, at no cost to the County or requesting party, hard and/or electronic copies of the referenced catalog(s) and price list(s) upon request."

• ENERGY STAR COMPLIANT (required) —

  This is sometimes required for Federal funding.

  "Products purchased under this Contract shall be Energy Star compliant, when available. The Energy Star standard is available at www.energystar.gov. Potential energy star compliant products must have proof of meeting the Energy Star standard, to include but not limited to, having the Energy Star label on the delivered product. Proof consists of one of the following levels of verification listed in order from least to most valued; self-certification with random audits, independent third-party certification or independent third-party certification with onsite and random audits."

• EQUALS (required) —

  Use when expecting alternative products.

  "Bids/Offers submitted as alternates, "equals" or on the basis of exceptions to specific conditions of purchases and/or required specifications, must be submitted with an attachment referencing the specific paragraph numbers and adequately defining the exception submitted. Detailed product or service literature, suitable for evaluation, must be submitted with the bid/offer. If no exceptions are taken, the County will expect and require complete compliance with the specifications and conditions of purchase."

• EQUIPMENT AND RECALL NOTICES (required) —

  Use for equipment that gets a lot of recalls, like vehicles

  "In the event of any recall notice, technical service bulletin, or other important notification affecting equipment purchased from this contract, a notice shall be sent to the Contract Representative(s). It shall be the responsibility of the contractors to ensure that all recall notices are sent directly to the Contract Representative(s)."

• ESTIMATED QUANTITIES (required) —

  Use when exact quantities needed are unknown, usually when bidding by quantity. Not a magic bullet against change orders.

  "The quantities shown are estimates only and the County reserves the right to increase or decrease amounts as circumstances may require."

• FEDERAL TRANSIT ADMINISTRATION (FTA) REQUIREMENTS (required) —

  Use if funding from FTA

  "Any contract awarded pursuant to this solicitation will contain the FTA Terms and Conditions listed in the corresponding attachment titled, "FTA Terms, Conditions and Certifications"."

• FOB DESTINATION FREIGHT PREPAID (required) —

  Use for most equipment, materials, and commodities.

  "Prices shall be FOB Destination Freight Prepaid to the delivery location designated. Contractor shall retain title and control of all goods until they are delivered and the Contract of coverage has been completed. All risk of transportation and all related charges shall be the responsibility of the Contractor. All claims for visible or concealed damage shall be filed by the Contractor. The County will assist the Contractor in arranging for inspection."

• HAZARDOUS MATERIAL ALTERNATIVES (required) —

  Common for anything hazmat or chemicals.

  "The County will consider alternatives for products containing hazardous materials as defined in OSHA Hazard Communications Regulations. Bidders/Offerors are encouraged to submit alternate products that meet the intent of the specifications and do not contain hazardous ingredients."

• INSPECTION OF PREMISES (required) —

  Usually better to do a site walk/pre-bid, but useful if site is difficult to access, distant, etc..

  "Bidders/Offerors are encouraged to inspect the premises prior to submitting a bid/offer in order to be fully aware of the scope of services required. Failure to do so will in no way relieve the successful Bidder/Offeror from performing in accordance with the conditions of this solicitation. Arrangements for on-site inspection of premises can be made with 'Procurement Contact Full Name at 'Procurement Contact Phone."

• INVENTORY (required) —

  Use if the vendor needs to keep the equipment/materials in stock, like long-lead time equipment.

  "The County has an ongoing requirement for the material indicated in this solicitation. The Contractor shall maintain a reasonable stock on hand for delivery upon request."

• KEY PERSONNEL (required) —

  Common in service or repair contracts. 

  "It is essential that the Contractor provide adequate experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this Contract. The Contractor must agree to assign specific individuals to the key positions.

  The Contractor agrees that, once assigned to work under this Contract, key personnel shall not be removed or replaced without written notice to and subsequent concurrence by the County.

  If key personnel are not available for work under this Contract for a continuous period exceeding thirty calendar days, or are expected to devote substantially less effort to the work than initially anticipated, the Contractor shall immediately notify the County, and shall, subject to the concurrence of the County, replace such personnel with personnel of substantially equal ability and qualifications."

• LIQUIDATED DAMAGES (required) —

  Rare except in construction and you can't use an RFP for construction. Use if time is so important that you will charge them money if they are late.

  "The County will incur damages if the Contractor fails to complete the work within the specified time or any approved extensions thereof and that the liquidated damages specified herein represent a fair and equitable approximation of the County's damages.

  Liquidated damages shall be in the amount of 'Liquidated Damages for each calendar day of delay.

  If the Contract is not terminated, the Contractor shall continue performance and be liable to the County for the liquidated damages until the products are delivered or the services performed.

  In the event the County exercises its right of termination, the Contractor shall be liable to the County for any excess costs, and in addition, for liquidated damages until such time the County may reasonably obtain delivery or performance of similar supplies or services."

• LOCAL MAINTENANCE FACILITIES (required) —

  Use for something like boat repair if we don't want to haul boats out of area.

  "The contractor must have local maintenance facilities or have specific agreements in force with a third party to provide local maintenance. Each maintenance facility must be staffed by trained technicians and have a sufficient parts inventory in order to provide quality service on the equipment specified. The County may inspect the maintenance facilities to determine adequacy."

• MAINTENANCE FACILITIES (required) —

  Use if they need to have a maintenance facility

  "The equipment specified in this solicitation is dependent upon the availability of prompt professional service. In order to be considered for award, each potential contractor is required to have existing maintenance facilities with sufficient parts inventory and trained technicians experienced in providing quality service on the equipment specified. Maintenance facilities are subject to inspection by the Countyto determine adequacy."

• MAINTENANCE RATES (required) —

  Used for getting a cost for rehabbing equipment.

  "Proposed service maintenance rates shall include costs for maintenance service needed to restore equipment to first class operating condition provided such equipment was under a maintenance agreement for the last twelve (12) months."

• MANUFACTURER'S REPRESENTATIVE (required) —

  If they are a dealer, not the manufacturer, bidders have to prove that they are an authorized dealer and get the manufacturer to step in and take on the contract if the dealer fails. Good for contracts where the authorized dealers could change, but might limit who bids if they can't get the manufacturer to agree. 

  "Vendors who submit as a manufacturer's representative must supplement the bid/offer with a letter from each manufacturer involved. The letter shall certify that the vendor is authorized to provide the specific equipment presented, that the vendor is authorized to submit an bid/offer on such equipment, and guarantees that should the vendor fail to fulfill any obligations established as a result of a Contract award, the manufacturer, upon assignment by the County, will either assume such obligations or provide an alternate authorized vendor for the balance of the Contract period. All other terms and conditions of the Contract shall remain the same."

• MSDS FOR HAZARDOUS SUBSTANCES (required) —

  If they might provide or apply chemicals, include this. 

  "Contractor shall furnish Materials Safety Data Sheets for all products required by OSHA Hazard Communications Regulations per 29 CFR Part 1910.1200."

• MULTIPLE AWARDS (required) —

  If we might award to multiple vendors. You will need to edit this in Special T&Cs!

• NO PRE-BID/PROPOSAL CONFERENCE (required) —

  Use if not having a pre-proposal. You should probably be having a pre-proposal conference...

  "The County is foregoing a Pre-Bid/Proposal conference for this solicitation. Prospective bidders/offerors are invited to contact the assigned Contract Officer with any questions, preferably within 5 days prior to the submittal due date. Ordinarily, the purpose of this conference is to clarify the contents of this solicitation in order to prevent any misunderstanding of the County's position. Any doubt as to the requirements of this solicitation or any apparent omission or discrepancy should be presented to the Procurement Officer before the submittal due date. The County will then determine the appropriate action necessary, if any, and issue a written addendum to the solicitation. Oral statements or instructions shall not constitute an addendum to this solicitation.

  Questions can be asked in the Question and Answer tab of the project no later than 'Question & Answer Submission Date at 'Question & Answer Submission Time."

• OPERATING SYSTEM STANDARDS (required) —

  Don't give us something about to go obsolete. Mostly for tech purchases.

  "As delivered, the products specified herein will be based on “current operating systems” for computers and/or networks. For the purposes of solicitation and any subsequent Contract, “current operating systems” means that the required computer systems and network technology, including all releases and upgrades, will be:

  commercially available versions as of the date that the proposed product is to be delivered; and
  do not have publicly announced dates for termination of vendor support within three years of the proposal date.
  In the event that a vendor’s termination of support for the proposed operating system version is announced subsequent to acceptance of the product proposal and before delivery of the product, vendor will provide assistance at no additional charge, as part of the product delivery plan, to upgrade the proposed product’s required operating system platform so that no less than two years of Bidder/Offeror support for the operating system will be in place at the time of delivery.

  By signing the Offer and Acceptance Page Bidder/Offeror certifies that the proposed product runs on Current Operating Systems."

• PERFORMANCE SURETY (required) —

  When you want to require a performance bond. Rare outside of construction and you can't do an RFP for construction...

  "The successful bidder/offeror(s) must furnish a performance surety in the amount of 100% of the awarded Contract amount within ten days after notice of award. The surety will be in the form of a bond, cashier's check, certified check, money order, letter of credit, or certificate of deposit. Personal or company checks are not acceptable unless certified."

• PRICE ADJUSTMENT (required) —

  Very common term to add. They can request a price increase after the first year. Good for most Term with Renewal Options contracts for goods or services.

  "The County will review fully documented requests for price adjustment after any Contract has been in effect for one (1) year. Any price adjustment will only be made at the time of Contract renewal and/or extension and will be a factor in the extension review process. The County will determine whether the requested price adjustment or an alternate option, is in the best interest of the County. Any price adjustment will be effective upon the effective date of the Contract extension."

• RENTAL USAGE REPORT (required) —

  Use for equipment/vehicle rental contracts.

  "The Contractor shall provide an electronic copy of a usage report upon request to the Department of Procurement. The report shall show items rented and the number of days or weeks billed for each item."

• REPAIR TRANSPORTATION (required) —

  They are required to move the stuff to get it repaired or back to us. Use for equipment/vehicle contracts, if needed, but we often prefer to move them ourselves.

  "The Contractor will be responsible for the transport of equipment to and from their place of business for repairs until such time as the County places the equipment in service. Transporting the equipment will not be delayed more than one (1) working day from date of notification."

• REVENUE ADJUSTMENT (required) —

  Like Price Adjustment clause for revenue-generating contracts. Think watercraft rental.

  "The County will review fully documented requests for revenue adjustment after any Contract has been in effect for one (1) year. Any revenue adjustment will only be made at the time of Contract renewal and/or extension and will be a factor in the extension review process. The County will determine whether the requested adjustment or an alternate option, is in the best interest of the County. Any adjustment will be effective upon the effective date of the Contract extension."

• SAFETY STANDARDS (required) —

  Buying OSHA-compliant equipment

  "The Bidder/Offeror shall certify that the equipment being bid/offered is designed and includes operating features that comply with the safety standard promulgated under the Federal Occupational Safety and Health Act (OSHA). If the equipment being bid/offered is governed by OSHA regulations the successful Bidder/Offeror is required to submit a certificate stating that such equipment complies with applicable OSHA standards.

  During the term of this Contract, should there be modifications in federal and/or state laws and regulations regarding safety standards or other specifications and marketing procedures for the contracted item(s), the County reserves the right to amend the Contract to provide for the delivery of items which conform to such changes. As a result, the County will negotiate any necessary price changes with the Contractor. Should negotiations fail the County may cancel the Contract for the affected items."

• SAMPLES AND DEMONSTRATIONS (required) —

  If they want to offer their product that isn't exactly what we specified, they have to give us a sample. Good for materials and equipment, but rare that we want samples.

  "Samples or demonstrations may be requested if an item bid/offered is other than specified. If samples should be requested, unless otherwise authorized, such samples must be received by the County no later than five (5) days after a formal request is made. When required, the County may request full demonstration of any item(s) bid/offered prior to the award of any Contract.

  Samples shall be an exact and true representative sample of the actual material bid/offered. Each sample shall be properly tagged or labeled with the name of the Bidder/Offeror and manufacturer, the due date, and the solicitation number. Samples shall be provided at no additional costs to the County. Samples not used for tests will be returned to the Bidder/Offeror.

  Furthermore, after award, the County reserves the right to secure additional samples from the actual material supplied. In the event the samples fail to conform with the Contract requirements, the Contractor shall immediately replace the portion of the delivered commodity with acceptable material conforming to the Contract requirements at no cost to the County."

• HUD CLAUSE (required) —

  If HUD is funding this. 

  "Any contract awarded pursuant to this solicitation will contain the HUD Terms and Conditions listed in the corresponding attachment titled, "5369-B and 5370-C"."

• SUBSTITUTE ITEMS (required) —

  If we think the item might become discontinued, we can move on with the manufacturer's replacement. Mostly for equipment purchases.

  "In the event that a product or model provided under the contract is discontinued by the manufacturer, the County at its sole discretion may allow the Contractor to provide a substitute for the discontinued item. The Contractor shall request permission to substitute a new product or model and provide the following:

  A formal announcement from the manufacturer that the product or model has been discontinued. Documentation from the manufacturer that names the replacement product or model. Documentation that provides clear and convincing evidence that the replacement meets or exceeds all specifications required by the original solicitation. Documentation that provides clear and convincing evidence that the replacement will be compatible with all the functions or uses of the discontinued product or model. Documentation confirming that the price for the replacement is the same as or less than the discontinued model."

• TRAINING (required) —

  Train us how to use the stuff you sell us for free/included. Good for equipment, but only if necessary as companies will factor that into price.

  "The Contractor shall provide the County with primary training for each basic unit of equipment purchased. This training shall be adequate to equip a typical equipment operator in order to ensure proper operation and utilization of the equipment supplied. Any manuals necessary to perform the required training shall be furnished by the Contractor."

• USAGE REPORT (required) —

  You will need to edit this item. The gist is that the vendor needs to provide us with a regular report of how much we are using, which departments, etc.. 

• WARRANTY (required) —

  Give us new stuff and guarantee that it will work for a year. Feel free to edit the 1 year to a longer time. Good for equipment and repair service contracts.

  "Bidder/Offeror shall warrant that all equipment and parts furnished in their bid/offer are newly manufactured and free from defects in material and workmanship for no less than one (1) year from the date the equipment is delivered or installed. Warranty shall also guarantee accepted trade standards of quality, fitness for the intended uses, and conformance to promises or specified specifications. No other express or implied warranty shall eliminate the vendor’s liability as stated herein."

• WORKMANSHIP (required) —

  Usually goes without saying, but add this if we really want to specify that they need to use skilled workers.

  "The Contractor agrees that all work shall be done by skilled and experienced staff and shall be done in a first-class and workmanlike manner."

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