Approve agreement with Keefe Commissary Group, LLC, in the amount of $300,000 per fiscal year to provide inmate commissary and vending service from July 1, 2024, to June 30, 2027. (No general fund impact) (Lopez/Davis)

Approve agreement with Keefe Commissary Group, LLC, in the amount of $300,000 per fiscal year to provide inmate commissary and vending service from July 1, 2024, to June 30, 2027.

Since 1990, the County has contracted with vendors to provide commissary services to inmates housed at the Leinberger and Monroe Detention facilities. The existing commissary agreement is held by Keefe Commissary Group, LLC (Keefe) and is set to expire on 6/30/2024.  A Request for Proposals process was conducted by County Purchasing in May 2024.  Keefe Commissary Group, LLC was the only vendor to submit a proposal and no disputes were received during the 5 day protest period.

Keefe will provide inmates various food and drinks, clothing, toiletries, and other miscellaneous items through vending machines and orders through kiosks and mounted tablets. Monies deposited for inmates’ commissary and vending purchases goes into the Prisoner’s Personal Trust Fund, which is then used to pay Keefe for the contracted sales and services less a 38% commission. The 38% commission goes into the Inmate Welfare Fund.

As stated in Penal Code §4025, any money or commission received “shall be deposited in the Inmate Welfare Fund,” and that any “money or property deposited in the Inmate Welfare Fund shall be expended by the Sheriff primarily for the benefit, education, and welfare of the inmates confined within the jail.”  Past Inmate Welfare Fund expenditures have included access to a legal law library, craft skills training, general education and access to exercise equipment, craft materials, televisions, hygiene kits, and welfare clothing items. It is the hope that by offering such services and items, inmates can re-enter the community with useable life and employment skills, which could reduce recidivism.  The revenue received from inmate commissary commission will help fund such programs.  A report detailing the Inmate Welfare Fund balance is presented to the Board of Supervisors on a yearly basis.

The average annual amount paid to Keefe in the last three fiscal years is approximately $159,000. The average annual commission received in the last three fiscal years is approximately $140,000 (38% of gross sales less stamp purchases and tax). The current 38% commission will remain for the proposed new agreement. The term of the proposed agreement is three years (from July 1, 2024, to June 30, 2027, with options to extend for two additional one-year periods. 

Keefe's proposal includes the provision, installation, and maintenance of eight new-model computer kiosks in the inmate housing pods and two mobile units, which will automate the commissary ordering process for inmates and their families. Because the ordering system will be integrated with the Sheriff’s Office Records Management System (RMS), limits on the quantity of an item or restrictions on certain items purchased can be enforced.  Keefe will provide and maintain one detention center lobby kiosk, which will allow family and friends to deposit money into an inmate’s account. Finally, Keefe will install and maintain one "intake" kiosk, which will allow new inmates and staff to deposit bills and coins, which will be automatically counted and tracked.  Keefe is responsible for ensuring that their equipment fully integrates with the current and any future RMS software at no cost to the Sheriff’s Office.  

In addition to the equipment provided, Keefe will continue to provide eleven onsite microwaves, a vending solution that can replace the current token machines with the latest direct debit vending machines at no cost to the Sheriff’s Office, and dedicated staffing with a delivery truck to deliver and distribute orders.

Based on historical use, the proposed agreement limit is set at $300,000 per fiscal year.  Board of Supervisors approval is now necessary in order to continue service and revenue stream.

Members of the Sheriff’s Office Detention Section collaborated with County Purchasing during the RFP process. County Counsel has approved the attached agreement and approved as to form.

Request for Proposals (RFP) Service Requested: Commissary and Vending Program Services

Evaluation Criteria Included in RFP:

Bids Received: