INMATE COMMUNICATION, COMMISSARY, AND MAIL SERVICES (INCLUDING TABLET SOLUTIONS)

Ector County is requesting proposals on INMATE COMMUNICATION, COMMISSARY, AND MAIL SERVICES (INCLUDING TABLET SOLUTIONS). Sealed or Electronic Proposals addressed to Ector County Purchasing Agent, Andrea Moralez will be received by 2:00 pm CST on Friday, July 17, 2026. Any proposals received after proposal closing time will not be accepted.

All proposals should be received either electronically, or at the location below by the deadline. If the Proposer chooses to submit a Hard copy, it must be delivered in a sealed envelope with a return address and clearly marked "INMATE COMMUNICATION, COMMISSARY, AND MAIL SERVICES (INCLUDING TABLET SOLUTIONS)" The Proposer's firm name shall appear on the outside of the envelope.

Deadline for proposal submission is 2:00 pm CST on Friday, July 17, 2026. Location for hard copy submittal is Ector County Purchasing Department, 1010 E 8th Street, Suite 110, Odessa, TX 79761.

Project Details

• Reference ID: 2026-RFP-114
• Department: Sheriff's Office
• Department Head: Eddie Mancha (Chief)

Important Dates

• Questions Due: 2026-07-03T22:00:39.489Z
• Answers Posted By: 2026-07-10T22:00:51.540Z

Evaluation Criteria

• Technical Approach & System Integration (25 pts) —

  This can include, but is not limited to:

  • How well all services work together

  • Integration with JMS and County systems 
  • Overall solution design  
• Experience and Qualifications (15 pts) —

  This can include, but is not limited to:

  • Experience providing ALL services

  • Past Performance with jails/counties 
• Inmate Telephone Services (FCC-Compliant) (10 pts) —

  This can include, but is not limited to:

  • Compliance with FCC rules

  • Call quality, monitoring, security features 
  • Rate transparency 
• Commissary Services (10 pts) —

  This can include, but is not limited to:

  • Product variety

  • Pricing fairness
  • Ordering/delivery system
• Tablet & Communication Services (10 pts) —

  This can include, but is not limited to:

  • Messaging, apps, usability

  • Security and monitoring 
  • Integration with phone system 
• Mail Services (5 pts) —

  This can include, but is not limited to:

  • Mail handling/scanning

  • Security and chain of custody
  • Turnaround time 
• Cost/Best Value (15 pts) —

  This can include, but is not limited to:

  • Transparency

  • Value to County 
• Implementation & Transition Plan (5 pts) —

  This can include, but is not limited to:

  • Phased rollout capability

  • No downtown plan 
• Reporting, Security & Compliance (5 pts) —

  This can include, but is not limited to:

  • CJIS, data security

  • Reporting capabilities 
  • Audit readiness 

Submission Requirements

• PROPOSAL (required) —

  Upload Proposal.

• CONFIRMATION (required) —

  I hereby certify and that the items offered meets all of the requirements of the proposal conditions and specifications and I hereby accept the provisions of the terms and conditions included in the proposal specifications.

  The County of Ector does not discriminate on the basis of race, color, national origin, sex, religion, age and disability in employment or the provision of services.

   

• AUTHORIZED REPRESENTATIVE (required) —

  Please download the below documents, complete, and upload.

• PROPOSER RESIDENCY CERTIFICATION (required) —

  Please download the below documents, complete, and upload.

• CONFLICT OF INTEREST QUESTIONNAIRE (required) —

  Please download the below documents, complete, and upload.

• ECTOR COUNTY PROFESSIONAL REFERENCE SHEET (required) —

  Please download the below documents, complete, and upload.

• I CERTIFY AND ATTEST THAT MY COMPANY IS NOT DEBARRED BY ANY GOVERNMENTAL ENTITY (required)
• NON-COLLUSION REQUIREMENT (required) —

  The proposer declares, by signing and submitting a proposal, that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited another proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, of that anyone shall refrain from proposing; that the proposer has not in any manner, directly or indirectly, sought by contract, communications, or conference with anyone to fix the proposal price of the proposer of any other proposer, or to fix any overhead, profit or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any cooperation, partnership, company association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal.
  A.    No negotiations, decisions, or actions shall be initiated by any company as a result of any verbal discussion with any County Employee prior to the opening of responses to this invitation to proposal.
  B.    No Officer or employee of the County of Ector, and no other public or elected official, or employee, who may exercise any function or responsibilities in the review or approval of this undertaking shall have any personal or financial interest, direct or indirect, in any contract or negotiation process thereof. The above compliance request will be part of all County of Ector contracts for this service.

• REQUIRED ONLY BY AWARDED VENDOR- EXAMPLE OF CERTIFICATE OF LIABILITY INSURANCE —

  Awarded vendor will be required to submit completed form. 

• REQUIRED ONLY BY AWARDED VENDOR- CERTIFICATE OF INTERESTED PARTIES - FORM 1295 —

  Awarded vendor will be required to submit completed form.

• REQUIRED ONLY BY AWARDED VENDOR- SENATE BILL 13 VERIFICATION —

  Awarded vendor will be required to submit completed form.

• REQUIRED ONLY BY AWARDED VENDOR- SENATE BILL 19 VERIFICATION —

  Awarded vendor will be required to submit completed form.

• REQUIRED ONLY BY AWARDED VENDOR- HOUSE BILL 89 VERIFICATION —

   Awarded vendor will be required to submit completed form.

• REQUIRED ONLY BY AWARDED VENDOR- SENATE BILL 252 VERIFICATION —

   Awarded vendor will be required to submit completed form.

• What does this project consist of? (required) —

  Enter a single sentence of a broad overview of what this project is, see examples below. It is not necessary to start the sentence with "This project consists of".  

  "Ector County Purchasing Department is requesting bids on behalf of..."

  "Ector County accepting proposals for the purpose of..."

• Which Budget Account will this project be pulling from? (required) —

  EXAMPLE: 002-000-0000

• Projected Budget for Project (required)
• Goods/Services (required) —

  Is this project a good (equipment, etc.) or a service? 

• Delivery/Pickup (required) —

  Are there any special pickup or delivery requirements for this project? 

• Bonding (required) —

  Is bonding required for this project? 

• Bonding (required) —

  Will your project require bonding, a performance bond, and/or a payment bond? Select all that apply

• Does your project require a Master Service Agreement? (required)
• Risk Tier (required) —

  Identify which Risk Tier is necessary for this project. If project meets very high or special requirements, please review and update MSA and COI per project. Review with Risk Management as necessary. 

   

• Does this project require Liability Insurance? (required)
• Certificate of Liability Insurance —

  Remember to verify insurance needs and upload updated Certificate of Liability Insurance. If special insurance is necessary, verify insurance needs with the Risk Management Department. 

• Do you have a vendor list? (required)
• List —

  Enter Vendor List Below, Put in Shared Drive as well as the Pre-Invite List

• Vendor List —

  Obtain a vendor list from requesting department. Add this list to the S drive, and to the Pre-Invite List. 

• Pricing Response Format (required) —

  Please select the pricing response format desired.

• Other Specifications (required) —

  Will your project require specifications that will need to include temporary facilities and controls, job site protection, safety, workmanship, quality assurance, job conditions, cautions & warnings, weather, and clean up sites?

• Other Specifications (required) —

  If you want to add other specifications please enter those below.