12-Specification and Requirements - OPN2131871B1 - FEMA Emergency Food Service.pdf

SPECIFICATIONS AND REQUIREMENTS

FEMA EMERGENCY FOOD SERVICE

1. SCOPE:

This project is for emergency catering/food services which will be required during and after a major storm event or other declared emergency for Water and Wastewater Services (WWS). Key essential WWS personnel are required to report to work and will work 12-hour shifts for an estimated 10 calendar days following a major event. WWS provides key services that affect the health and welfare of Broward County, and this project will allow the County to feed key personnel during such an event.

Vendor is responsible for supplying all labor, equipment, supplies, food, transportation, etc. The intent of this contract is for preparation and delivery of food services; it is not intended for mobile caterers.

This project will be solicited in compliance with Federal Procurement Standards, which will enable Broward County to receive Federal Emergency Management Agency (FEMA) reimbursement for utilization of this contract in the event of a declared disaster event.

Bidders must understand that, depending on the nature of the disaster or emergency event, normal food suppliers or fuel providers in the area may be closed or non-operational. Bidders must make their own arrangements for refueling and restocking, to allow for continued and uninterrupted service of the needs of WWS when activated.

Due to sporadic occurrence of emergency activity, the County does not guarantee placement of any orders under this contract.

The services under the Contract shall conform to the methods and operations of best standards and accepted practices of the trades involved and shall be consistent with FEMA requirements applicable to the disaster event (events), County may withhold issuing work to Vendor if it is debarred, suspended, ineligible or excluded from participation in federally funded or assisted projects pursuant to 2 CFR §200.326 Appendix II to Part 200 (H).

2. QUALIFICATIONS:

2.1. Vendors with a minimum of three (3) years of catering/food service experience must provide references within three (3) prior customers who have been serviced for similar scope and size of services requested. See Vendor Questionnaire.

3. VENDOR’S FACILITY:

Vendors who are leasing from a commercial or government facility must provide letter from the managing agency that your company has full access to the place of business during a declared emergency. Letter should be submitted with the solicitation response but must be submitted within three (3) business days of County’s request.

Vendor’s place of business shall be located within the Florida Tri-County Region (Palm Beach- Broward- Miami-Dade).

4. INSPECTIONS/LICENSES/PERMITS:

Vendor will be responsible for ensuring that he/she has obtained all pertinent permits and licenses from the appropriate governmental agencies to provide the services described herein. Copies should be submitted with the solicitation response but must be submitted within three (3) business days of County’s request. The Vendor awarded the contract will provide updated permits and licenses to the Project Manager within 30 calendar days of expiration throughout the life of the contract.

4.1. Florida Public Food Service License

4.2. Florida Department of Business & Professional Regulation, Hotels and Restaurants, Food

Service License(s)

4.3. Last Food Inspection (within one (1) year of bid submittal)

4.4. Florida Certified Food Protection Manager and/or ServSafe Food Manager Certification

5. ENVIRONMENTAL RESTRICTIONS:

5.1. Vendor is prohibited the use of any polystyrene (Styrofoam) foam products and single use plastic products as follows but not limited to. (Broward County Administrative Code 27.173 Implementation, https://library.municode.com/fl/broward_county/codes/administrative_code?

nodeId=CH27OPPOREENDE_PTXXXREUSPOCESIEPLCOPRLIPR_27.173IM

5.1.1. Food ware (clamshell containers, cups, plates, bowls).

5.1.2. Plastic straws and stirrers

5.1.3. Unencapsulated polystyrene foam products (coolers and ice chests)

5.2. Vendor may use the following alternatives.

5.2.1. Skip/refuse single-use products and reusable products

5.2.2. Paper, cardboard, aluminum foil, bamboo, silicone, sugarcane, non-foam plastic containers, etc.

6. VENDOR RESPONSIBILITIES:

6.1. Vendor shall have an adequate number of personnel/staff available to work 24/7 as necessary to deliver up to four (4) meals per day.

6.2. Vendor must have full generator backup at the business site to produce products as needed in case there is a power failure.

6.3. Vendor must be capable of providing and transporting meals from his/her own facility to WWS locations.

6.4. Vendor may not conduct food operations in a private residence.

6.5. Vendor is responsible for food, food preparation, supplies, transportation, and delivery of meals to all WWS facilities at the designated times.

6.6. Vendor shall submit a completed Emergency Contact Information Sheet, Attachment “D”, which identifies person(s) available twenty-four (24) hours, seven (7) days a week to contact as needed. This sheet should be provided with the bid submittal or within three (3) business days of County’s request.

7. EMERGENCY PLAN:

7.1. Bidders must submit their emergency preparation and response plan for facilities, equipment and staff. This plan should be submitted with the solicitation response but must be submitted within three (3) business days of County’s request. This plan will be reviewed and must be approved by the Project Manager. The plan shall include at a minimum the following:

7.1.1. If Vendor’s primary business location becomes inoperative, what is the alternate location?

7.1.2. How will Vendor maintain and store non-perishable and perishable goods?

7.1.3. What is their plan for alternate transportation?

7.1.4. What is the Vendor’s replenishment plan?

https://library.municode.com/fl/broward_county/codes/administrative_code?nodeId=CH27OPPOREENDE_PTXXXREUSPOCESIEPLCOPRLIPR_27.173IM https://library.municode.com/fl/broward_county/codes/administrative_code?nodeId=CH27OPPOREENDE_PTXXXREUSPOCESIEPLCOPRLIPR_27.173IM

8. WWS LOCATIONS:

Locations

8.1

Administration Complex 2555 West Copans Rd.

Bldg. 2, 1st Floor Pompano Beach, FL 33067

8.2 Water Treatment Plant, District 1 3701 N. State Rd. 7 Lauderdale Lakes, FL 33319

8.3 Water Treatment Plant, District 2 1390 NE 50 Street Pompano Beach, FL 33064

8.4 Water Treatment Plant, District 3 4980 SW 40 Ave Fort Lauderdale, FL 33314

8.5 Wastewater Treatment Plant, District 4 2401 N. Powerline Road Pompano Beach, FL 33069

8.6 Incident Command Center (ICC) 2401 N. Powerline Road Pompano Beach, FL 33069

9. NOTIFICATIONS:

9.1. Initial:

9.1.1. The following is WWS tentative Emergency Food Service Plan:

Upon Notification by the County, Vendor shall implement any modification or cancellation with 24 hours

Vendor delivers meals as per PM’s direction and Specification

Project Manager (PM) or designee notifies Vendor as soon as possible with type of meals, quantities, and locations.

WWS Director activates emergency operations plan

Modifications / Cancellation

DeliveryNotificationActivation

9.1.2. WWS will notify the Vendor as soon as possible after an emergency has been declared.

WWS will provide the following information:

9.1.2.1. Locations

9.1.2.2. Type of Meals

9.1.2.3. Number of Meals

9.1.2.4. Provide WWS point of contact information (Name and cell phone number) during this emergency event.

9.1.3. Vendor shall deliver first meals as per requested schedule by the Project Manager.

9.2. Modifications:

9.2.1. WWS reserves the right to perform the following modifications based on the operational needs of the County:

9.2.1.1. Increase/decrease quantity of meals

9.2.1.2. Meal schedule times

9.2.1.3. Menu changes

9.2.1.4. Locations

9.2.2. Project Manager or designee and Vendor shall mutually agree on all modifications listed under Section 8.2.1 prior to implementation.

9.2.3. Upon notification from the County, Vendor shall implement the agreed modification within 24 hours from date/time of being notified.

9.3. Cancellations:

9.3.1. WWS reserves the right to cancel any and all meals, without penalty and at no cost to the

County, by notification. Notification shall be communicated either by email, telephone, or text message to the Vendor twenty-four (24) hours in advance of the next scheduled serving.

9.3.2. In the event food service is canceled with less than 24-hour notice, the Vendor shall be paid a flat rate restocking fee for an order up to 200 individually boxed meals.

10. MEALS

10.1. Meals:

10.1.1. Vendor must have the capability to provide the following meals during and after a declared emergency (up to 7 calendar days) period. WWS may order up to the quantities listed below.

Meals Estimate Quantities per Day Breakfast 250 Lunch 400 Dinner 250 Late Dinner 100 Snack Bag/Box 350

10.1.2. Vendor shall have all meals prepared and delivered in a timely manner to meet the following estimated meal serving schedule

BREAKFAST 6:00 A.M. - 8:00 A.M.

LUNCH 11:30 A.M. - 1:30 P.M.

DINNER 5:30 P.M. - 7:30 P.M.

LATE DINNER 12:00 A.M. - 1:00 A.M.

10.1.2.1 WWS reserves the right to change the meal serving times based on operational needs.

10.1.2.2 WWS will notify the Vendor within 24 hours to request that all meals for a day(s) to be delivered in one delivery.

10.1.3. All meals, except Snack Bag/Box shall be fresh food. No Meals-Ready-To-Eat (MRE) or pre-packaged meals will be allowed.

10.1.4. Dinner shall be prepared as buffet style, unless WWS directs otherwise (e.g., Box or Individual Meals).

Definition: Buffet Style is a meal where County personnel serves themselves from a variety of dishes set out on a table or sideboard.Box or Individual type meals shall be prepared with the following requirements:

10.1.4.1. Meals must NOT require any refrigeration.

10.1.4.2. All meal items must be individually wrapped or pre-packaged.

10.1.4.3. Drinks (juices, milk, water, etc.) must be in non-perishable containers (e.g., box or can).

10.1.5. Snack Bag/Box shall be prepared with the following requirements:

10.1.5.1. Snacks must NOT require any refrigeration.

10.1.5.2. All snacks must be individually wrapped.

10.1.5.3. Each bag/box shall consist of four (4) assorted snacks.

10.1.5.4. Each snack bag/box must be easily identified as snacks. WWS may request Snack Bag/Boxes. Each snack bag/box shall consist of, but not limited to the following:

10.1.5.4.1. Snack bag size chips, crackers, peanut butter and crackers, cheese and crackers, assorted nuts, cookies, granola, cereal bars, raisins, applesauce, mixed fruit cups and meat sticks.

10.2. Menus:

10.2.1. Vendor should submit suggested menus with their solicitation response but must be submitted within three (3) business days of County’s request during the responsible review period.

10.2.2. Vendor must provide the meals consisting of the sample menus attached or approved equal. Please see Attachment “A” for sample meal specifications and portions.

10.2.3. Sandwiches are acceptable for lunches, dinners and late dinners.

10.2.4. WWS may request box or Individual type meals. Please see Attachment “B” for suggested menu.

10.3. Setup:

10.3.1. If set up is required, setup shall include the following:

10.3.1.1. Non-food products such as plates, napkins, and tableware.

10.3.1.2. Condiments

10.3.1.3. Hot and cold beverage cups.

10.3.1.4. Chafing dishes and food warmers

10.3.2. Vendor shall charge only a flat rate fee per meal served for setup for buffet dinner. If the meal is not served or cancelled, there will be no setup fee charged for that meal.

10.3.3. All meal settings will be delivered as specified in Section 9.1.2.

10.3.4. Vendor shall not charge setup fee for box or Individual meals and snack bags/boxes.

10.4. Delivery:

10.4.1. Vendor shall deliver all meals to all locations provided by WWS.

10.4.2. Vendor will provide adequate refrigeration and heating in clean vehicles during delivery of all food and dairy products to ensure the wholesomeness of food at delivery is in accordance with Federal, State, and local health codes.

10.4.3. Vendor shall provide the exact number of meals ordered. Vendor shall provide delivery tickets with each meal delivery. Delivery ticket must have the following information:

10.4.3.1. Company Name

10.4.3.2. Delivery Date and Time

10.4.3.3. Type of Meals

10.4.3.4. Quantity of each Type

10.4.3.5. Name of Delivery Person

10.4.3.6. Delivery Location

10.4.4. Prior to delivery, Vendor must send notification via email or text to the Project Manager or designee notifying WWS as to who will deliver the food. WWS has the right to refuse the shipment if the proper identification is not provided by the delivery personnel (Identification must be a photo ID, State issued driver license or vendor issued badge with photo, name, and company name, etc.) If communications are not available, the Vendor or their representative must meet with the Project Manager or designee in person.

11. SAFETY:

11.1. Vendor shall ensure that any product or substance that comes in contact with food, including but not limited to packaging and utensils to serve food, shall meet Federal food safety standards, including but not limited to 21 USC §348(h)(6), instructions or regulations issued by the United States Food and Drug Administration; and Florida Administrative Codes, Chapter 5K-4 Food and Chapter 64E-11 Food Hygiene.

11.2. All foods must be packaged suitably in accordance with Federal, State and local health standards. Containers and overlays must have an airtight closure, be of non-toxic material, and be capable of maintaining internal temperatures as follows:

11.2.1. Cold food at 41-degrees F or below

11.2.2. Hot food at 140-degrees F or above.

11.3. Each container shall be labeled with the following:

11.3.1. Vendor’s name and address

11.3.2. Food items and number of portions

11.3.3. Date/Time of preparation

12. ONSITE VISIT:

Vendor shall, upon County’s request, allow an onsite visit of their facility, during normal business hours. Vendors who do not comply with this request will be considered non-responsive.

13. PRE-COMMENCEMENT MEETING:

The successful bidder, upon award of the contract, will meet with the County to discuss roles, procedures, facility access, perform a walk-through of the food drop-off locations

14. INVOICES/PAYMENTS:

14.1. Vendor can only charge/invoice for meals after they have been delivered.

14.2. Vendor shall not be paid for unauthorized menu changes, incomplete meals, and/or not delivered within the specified delivery period.

14.3. Broward County Credit Card (Purchasing Card):

14.3.1. Services may be requested and paid using a Broward County Purchase Order or a

Credit Card (Purchasing Card).

14.3.2. Vendor will not impose any additional charges for using the Credit Card (Purchasing

Card).

14.3.3. There will be no minimum order amount for Purchase Order or Credit Card

(Purchasing Card) purchases.

14.3.4. All amounts charged are per contract pricing, no other charges will be accepted.

14.4. Broward County Purchase Order:

14.4.1. Invoices against County Purchase Order must include the Broward County Purchase

Order number, Description, date of service, quantity, unit price and extended price.

14.4.2. The County will make payment after services have been received, accepted and properly invoiced.

14.4.3. To ensure prompt payment, all invoices and backup documentation must be emailed to WWSAccountsPayable@Broward.org and designated contact referenced on each purchase order.

14.4.4. Payments for all goods and services requested by a purchase order, shall be made in a timely manner and in accordance with Local Government Prompt Payment Act, Section 218.70, Florida Statutes, and the Prompt Payment Policy, Section No. 1- 51.6, Broward County Code of Ordinances.

mailto:WWSAccountsPayable@Broward.org

ATTACHNMENT “A”

SAMPLE MENU – VENDOR MAY BID SIMILAR FOODS

CONTINENTAL BREAKFAST TO INCLUDE assorted Danish, bagels, and muffins with butter/margarine chips. Jelly and cream cheese, fresh cut fruit, bulk fruit (e.g., apples, bananas, oranges). Cereal will be available upon request.

LUNCH AND LATE DINNER WILL BE DELIVERED at the specified times. (See Section 10.1.2) It will be for a four-day rotating menu.

LUNCH AND LATE DINNER MENU: shall consist of a sandwich/sub sandwich, chips, pickle and cookie in a box lunch format. Sandwiches shall include ham and cheese, turkey and cheese, roast beef and cheese, and a meatless sandwich option. (Refer to Section 10.1.3)

SAMPLE DINNER MENU

DINNER MENU WILL BE DELIVERED at the specified time. (See Section 10.1.2) It will be for a four-day rotating menu. Desserts will consist of cake, cookies, or similar.

DINNER:

ITEM DESCRIPTION SERVING SIZE PER ADULT

DAY 1

Pork Roast 6 oz.

Rice and Beans 8 oz.

Coleslaw 6 oz.

Salad 1 serving Roll 1 Dessert 1 serving

DAY 2

Bake Ham 8 oz.

Glazed Yams 4 oz.

Mixed Vegetables 4 oz.

Salad 1 serving Roll 1 Dessert 1 serving

DAY 3

Roast Chicken ¼ Chicken Mashed Potatoes 4 oz.

Mixed Vegetables 4 oz.

Salad 1 serving Roll 1 Dessert 1 serving

DAY 4

Meat & Cheese Lasagna 8 oz.

Salad 1 serving Roll 1 Dessert 1 serving

ATTACHNMENT “B”

BROWN BAG SAMPLE MENU – VENDOR MAY BID SIMILAR FOODS

BROWN BAG MEALS WILL BE DELIVERED at the specified times for each meal. (See Section 7.1.2) It will be for a four-day rotating menu. Desserts will consist of cake, cookies, or similar.

BREAKFAST

LUNCH /

LATE DINNER

DINNER

Day 1

Assorted muffins and pastries

Assorted Sandwiches and wraps – Ham or Turkey

Grilled Chicken Sandwiches

Bowl of Fruit Assorted Chips Pasta Salad Oatmeal Dessert Tossed Salad w/

Dressing Dessert

Day 2

Assorted muffins and pastries

Assorted Sandwiches and wraps – Chicken Salad or Tuna

Herb Chicken on a bed of Heritage Greens w/ Dressing

Bowl of Fruit Assorted Chips Pasta Salad Oatmeal Dessert Bread w/ Butter

Dessert

Day 3

Assorted muffins and pastries

Assorted Sandwiches and wraps – Roast Beef or Turkey

Chicken and Pasta

Bowl of Fruit Assorted Chips Toss Salad w/ Dressing

Oatmeal Dessert Bread w/ Butter Dessert

Day 4

Assorted muffins and pastries

Assorted Sandwiches and wraps – Roast Beef or Turkey

Chicken and Pasta

Bowl of Fruit Assorted Chips Toss Salad w/ Dressing

Oatmeal Dessert Bread w/ Butter Dessert

ATTACHMENT “C”

ACCOMPANIMENTS: To be provided by Vendor and included in the total cost per person when bid.

1. Condiments: salt, pepper, hot sauce, soy sauce, relish, regular sugar, sugar substitute, mustard, ketchup, mayonnaise, and salad dressing (variety of flavors both in regular and fat free) will be provided in individual sealed packets and available in bulk. No jars or other large serving containers will be accepted. The items listed should not require spoilage protection. Butter will be provided in individual serving, one per person, and must be refrigerated or kept cool in ice trays.

2. Disposable Dinnerware: Meals should be served on heavy-duty dinner plates as appropriate for meals. Napkins and utensils (heavy-duty forks, knives, and spoons) will be provided by the Vendor.

Cups for hot (8 oz.) and cold (12 oz.).

3. Bulk Beverages: Beverages such as juice, water, tea and coffee (regular and decaffeinated) will be delivered in bulk in some type of plastic container that holds a minimum of 30 servings. The container must hold appropriate temperature for a reasonable length of time.

4. Other Beverage: Milk (regular and fat free) in one (1) pint serving size, refrigerated, and bottled water, 16 oz. size, room temperature, but not hot. Milk and bottled water will be available at every meal, and only one of each per meal per person. Brown bag meal beverages shall be in non-perishable containers that require no refrigeration (e.g., juice, milk, and sodas).

5. Equipment and Materials: Vendor shall bring warming trays, chafing dishes, chafing fuel, serving utensils, ice (for drinks and keeping items cool on serving line) and any other item that may be required for the scheduled meal. All items will be delivered, set up, maintained and returned by the Vendor’s representative.