SPECIFICATIONS

Food Services for the Harris County Juvenile Probation Department

SCOPE

Harris County is accepting proposals from qualified vendors to provide food services for the Harris County Juvenile Probation Department (HCJPD) facilities and supervisory staff beginning on or about April 1, 2026, and ending one

(1) year thereafter.

It is the responsibility of each vendor to examine the entire Request for Proposal (RFP) package, seek clarification in writing, and review their offer for accuracy before submitting it. Questions relating to this RFP must be submitted in writing through Bonfire. The deadline for submission of questions relating to this RFP is listed on the Event schedule within Bonfire of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice within Bonfire to all firms. The County will not be bound by any information conveyed verbally.

RENEWAL OPTIONS

Harris County (County) may consider (4) one-year renewal options, renewable one (1) year at a time, based upon the same terms, conditions and pricing as the original term. Renewal is subject to approval by the Harris County Juvenile Board (the Board). Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid on behalf of the County at any time as is in its best interest and is not automatically bound to renew.

SITE LOCATIONS AND VISITATION INFORMATION

Site locations shall be at the below locations unless the facilities are closed to visitation due to natural disaster, pandemic, or governmental order.

Harris County Juvenile Detention Center (HCJDC) 1200 Congress Street Houston, Texas 77002

Harris County Youth Village (HCYV) 210 J.W. Mills Seabrook, Texas 77586

Harris County Leadership Academy (HCLA) 9120 Katy Hockley Road Katy, Texas 77493

Harris County Juvenile Justice Alternative Education Program (JJAEP) 2525 Murworth, suite 100 Houston, Texas 77054

OVERVIEW

HCJPD operates programs and facilities for certain pre-adjudicated and adjudicated youth and is responsible for providing various services including medical, psychological, education, and diagnostic services to these youth.

HCJPD’s goal is to reduce recidivism in Harris County by helping youth who are at-risk or adjudicated delinquent become more productive citizens. In 2019, the Department received 6,975 referrals, averaging 548 referrals per month, which involved 4,735 youth. In 2019, 3,342 youth resided in HCJPD-operated facilities and there were more than 300 staff. Vendors shall provide high quality meal service and snacks to youth residing in HCJPD-operated facilities and meal service to supervisory staff, and meals and snacks to youth participating in HCJPD’s extended day educational program.

REQUIREMENTS

HCJPD requires that the vendor provide standard meals and menus. The vendor shall submit with proposal, regular menus detailing at a minimum a twenty-eight (28) day non-repetitive meal plan to include specific portion sizes (indicating cooked or raw weight when appropriate), caloric content and seasonal variations due to holidays such as, but not limited to, Thanksgiving, Christmas and Rosh Hashanah. The meals shall have an average caloric content of 2,800 calories per day and minimum average of seventy-five (75) grams of protein per day. In addition to the regular twenty-eight (28) day cycle meal plan, the vendor shall include a special menu of proposed meals for youth on special, modified, medical and/or religious diets (i.e. diabetic, pregnancy, vegetarian, religious, etc.). Special diets shall include a variety of non-repetitive meals and snack menu options.

The appropriate Foods Services Coordinator (FSC) or representative shall approve all menu changes prior to implementation. A fully written report of a registered dietitian’s findings and recommendations shall be submitted to FSC or designee for each menu no less than six (6) months in advance and whenever a substantial change in the menu is made. Both regular and special menus shall be reviewed by the registered dietitian provided by the vendor to meet or exceed the dietary standards for youth for nutritional and caloric content as established by the following:

Texas Juvenile Justice Department (TJJD) Texas Department of Agriculture (TDA) United States Department of Agriculture (USDA) The Food and Nutritional Board (FNB) of the National Academy of Sciences (NAS) as prescribed for inmates

The vendor shall provide snacks at the required times indicated on the meal schedule for residents requiring snacks as authorized by the medical staff. The snacks are to be invoiced at a different rate than meal rates.

Temperature of Meals The vendor shall be required to maintain a temperature equal to or not to exceed:

160˚ Fahrenheit for all hot food in the warmers and maintained above 135˚ Fahrenheit prior to leaving the kitchen.

40˚ Fahrenheit for all cooled food in the coolers and maintained below 40˚ Fahrenheit prior to leaving the kitchen.

Meals shall be provided to the facility youth and supervisory staff, three (3) times per day, seven (7) days per week, and fifty-two (52) weeks per year.

HCJPD Supervisory Staff /Additional Requirements At no cost to the facility, Harris County, the Board, or HCJPD, continuous premium brand coffee service shall be provided to the staff at the HCJPD-operated facilities below twenty-four (24) hours per day. The coffee (decaffeinated / regular) shall be served fresh. This service shall include the staff breakroom areas having their own coffee pots;

packaged coffee shall be provided by the vendor at no additional charge to the facility.

Vendor shall provide twenty-four (24) hour drink stations available at the following locations:

HCJDC

HCYV

HCLA

Drinks to include, but not limited to coffee, ice, tea, water and ice.

Food Service Schedule for Facility Youth and Supervisory Staff Detention Facility All mealtimes shall start at the start time listed, and delivered food shall be out of the kitchen by the end time listed:

Harris County Juvenile Detention Center (HCJDC)

Meal Start Time End Time Breakfast 6:45 a.m. 7:15 a.m.

Lunch 11:05 a.m. 11:35 a.m.

Dinner 5:30 p.m. 6:30 p.m.

Snack 4:00 p.m. 4:45 p.m.

Harris County Leadership Academy (HCLA)

Breakfast 7:00 a.m. 7:30 a.m.

Lunch 12:00 p.m. 12:30 p.m.

Dinner 5:00 p.m. 6:00 p.m.

Snack 3:00 p.m. 3:15 p.m.

Harris County Youth Village (HCYV)

Breakfast 6:00 a.m. 6:30 a.m.

Lunch 11:00 a.m. 11:30 a.m.

Dinner 5:00 p.m. 6:00 p.m.

Snack 3:15 p.m. 3:30 p.m.

Harris County Juvenile Justice Alternative Education Program (JJAEP)

Breakfast 9:00 a.m. 9:30 a.m.

Lunch 12:00 p.m. 12:30 a.m.

Snack 2:30 p.m. 3:00 p.m.

In-Facility Meal Service Procedures All hot meals shall be served on insulated trays and delivered to the housing units and/or designated service points on carts provided by the vendor. The vendor shall be responsible for ensuring that each cart is properly loaded with the correct number of meals, service ware, condiments, and related items. Facility staff shall be responsible for managing youth to arrive on each floor or service location with the food.

Medical and therapeutic meals shall be clearly marked/identified. A transmittal form listing the youth’s name, diet order, and place for the facility personnel to sign indicating that the correct meal was prepared, received and delivered shall accompany the meals. Receipt forms become part of the vendor and HCJPD permanent records; receipt forms maintained in the kitchen.

Alternative Meal Services Procedure The HCJDC shall need after hours intake meals that shall include a sandwich, fruit, chips, and drink. After hours’ intake meals shall be made fresh every evening following dinner services to ensure freshness and quality. The vendor shall invoice for the after-hour meals even if not utilized by HCJPD. Any unused after-hour meals shall be placed in the staff dining areas the following day for staff consumption. The vendor shall supply sack lunches at HCJDC and HCYV for youth participating in off-campus educational, vocational, and youth enrichment activities. Details shall be provided/discussed daily with the Facility Administrator or his/her designee.

For JJAEP, breakfast shall be a snack consisting of eight (8) ounce milk one half (½) cup of fruit, and a muffin or granola bar. Breakfasts and lunches shall be prepackaged off-site and delivered each instructional day to the campus.

Meals shall be pre-packaged for individual service. Lunches shall include all components (i.e. napkins, utensils, etc.).

Lunch shall have milk as a beverage. Breakfast shall be delivered by 8:30 am and lunches shall be delivered by 11:30

am. The services shall consist of breakfast and lunch only; there shall be no afternoon snack. The food shall be kept at the appropriate temperature during transport. Occasionally, sack lunches are needed and shall happen upon request only by the Principal, Assistant Principal, Excel Academy Administration office, or a designee.

Food Quality Foods purchased by the vendor for the use in the designated HCJPD facilities shall meet the following minimum specifications:

Beef, veal and lamb shall be at least United States Department of Agriculture (USDA) good. The fat and/or soy content of all ground meat products to be used shall not be in excess of twenty percent (20%) and six percent (6%) respectively. All breaded products, served as a main course, shall weigh a minimum of three (3) ounces before breading.

Poultry shall be at least USDA Grade A (if ground) or Grade A (if whole). Chicken quarters can be no less than eight (8) ounces raw weight if served as a whole. All breaded products, served as a main course, shall weigh a minimum of three (3) ounces before breading in aggregate.

Processed meat shall be from the USDA government inspected plants.

Canned fruit and vegetables shall be at least USDA Grade C or standard.

Frozen fruits and vegetables shall be at least USDA Grade B.

Colorful and tasty fresh products shall be at least USDA Number two (2). Under no circumstances may the edible portion of the fruit be less than one half (½) cup.

Different varieties of fruit shall be served at least five (5) days per week. Two (2) times weekly shall be fresh, three (3) times a week, canned fruit is acceptable.

Dairy products shall be at least USDA Grade A two percent (2%) fresh milk fortified with vitamin A and D shall be served as a beverage. Lactose-free milk shall also be available every day. Dry/powdered milk shall be used for cooking and baking only.

Milk and juice shall be served at break and lunch. The vendor may serve lemonade, tea or punch at dinner and/or snack times along with food service.

Eggs, whether fresh or pasteurized, shall be at least USDA Grade A medium.

Fish and seafood, whether fresh or frozen, shall be packed under continuous inspections of the U.S. Department of Commerce. All breaded products, served as a main course, shall weigh a minimum of three (3) ounces before breading in aggregate. Fish and seafood entrees shall be served at least once a week.

The vendor shall not provide “second market” or distressed food products past their freshness pull date.

STAFF MINIMUM QUALIFICATIONS AND REQUIREMENTS FOR COOKS AND KITCHEN STAFF

The vendor’s staff shall be at least twenty-one (21) years of age, pass the required criminal history check, and pass a tuberculosis exam. Cooks and kitchen staff shall be paid at least, but not less than, $22.00 per hour. HCJPD reserves the right to review vendor’s payroll records at any given time to verify payroll. HCJPD does not pay or reimburse vendors’ employees’ parking expenses. Sufficient employees shall be staffed daily at each location to provide/maintain food services. Cooks and kitchen staff shall meet or exceed the following requirements:

Three (3) years of full-time paid relevant experience as a cook;

Have, or acquire within thirty (30) days, a ServSafe or Learn2Serve manager’s certificate;

Communicate in English or be bi-lingual with English being one (1) of the spoken languages;

Take a tuberculosis (TB) test and be cleared prior to the vendor placing individual within any of the HCJPD locations (TB testing is an annual requirement at the vendors expense); and Drug and alcohol testing of all individuals working within any of the HCJPD locations (at a minimum, vendor shall have a ten (10) panel drug test performed at vendors expense).

CRIMINAL HISTORY CHECKS FOR PROSPECTIVE STAFF

Section 344.300 of the Texas Administrative Code requires criminal history searches for all personnel who may have direct contact with youth in juvenile justice facilities and programs prior to the commencement of services. HCJPD has a two (2) tiered, and in some cases, a three (3) tiered criminal history check process. This process includes a Texas Crime Information Center/National Crime Information Center (TCIC/NCIC) check, a fingerprint-based check through a Texas Department of Public Safety contractor, and a Texas Department of Family and Protective Services check, if applicable. The fingerprint test is at the vendor’s expense; at this time, HCJPD believes the cost is ten dollars ($10.00) per test.

PROSPECTIVE DISQUALIFYING CRIMINAL CONDUCT OR HISTORY

The vendor’s staff hired or employed, who shall have direct unsupervised contact with youth, shall not have any of the following criminal history as described under Section 344.400 of the Texas Administrative Code. A disqualifying criminal history includes any of the following:

A deferred adjudication or conviction for a felony listed in Texas Code of Criminal Procedure Article 42A.054, or a substantially equivalent violation against the laws of another state or the United States, regardless of the date of disposition; or, A deferred adjudication or conviction for a sexually violent offense as defined in Article 62.001, Texas Code of Criminal Procedure.

Under Section 344.410 of the Texas Administrative Code, any vendor hired or employed who have direct unsupervised contact with youth shall not have the following disqualifying criminal history:

A deferred adjudication or conviction for a felony other than those referenced above, or substantially equivalent violation against the laws of another state or the United States if the date of the deferred adjudication or conviction was less than ten (10) years prior to the date of the review is requested; or

A deferred adjudication or conviction for any Class A or B misdemeanor in Texas, or a substantially equivalent violation against the laws of another state or the United States if the date of the deferred adjudication or conviction was less than five (5) years prior to the date the review was requested.

Regardless of the date of conviction or deferred adjudication, a review shall be conducted if an individual was incarcerated or placed on community supervision for any of the above offenses and less than one (1) year has lapsed since the completion of any period of incarceration, community supervision, or parole.

These provisions also apply to any interns, volunteers, or sub-contractors working with the vendor under this advertisement. However, in an effort to implement the Credible Messenger approach and utilize individuals with lived experience, the HCJPD may, but is not required to grant an exemption after considering factors listed in Section

3444.420 of the Texas Administrative Code. Some of these factors include but are not limited to; the extent and nature of past criminal activity; the amount of time that has elapsed since the person's last criminal activity; evidence of the individual's rehabilitation and rehabilitative effort while incarcerated or after release; and any other evidence of the individual's fitness to perform the duties of the position requiring certification, including any letters of recommendation. This shall be at the sole discretion of HCJPD.

The vendor shall be responsible for the costs of each Fingerprint Applicant Services of Texas (FAST) fingerprint-based check conducted on new and current staff regardless of the criminal history results.

TRAINING REQUIREMENTS

In order to provide high quality and efficient services to youth under the department’s supervision, HCJPD requires the vendors staff be trained in HCJPD policies and procedures and Texas Juvenile Law. HCJPD requires that vendor’s new employees complete training within thirty-days (30) of service within any HCJPD location.

HCJPD Policies and Procedures Training This required training shall cover topics that shall assist vendor staff in providing a safe and secure environment for both HCJPD clients and vendor staff. Topics shall include, but are not limited to:

General Overview of the Harris County Juvenile Probation Department;

Prison Rape Elimination Act (PREA);

Abuse, Neglect and Exploitation Reporting;

Criminal History Check Policies and Procedures;

Confidentiality and Juvenile Records; and Facility Fire and Safety.

Staff who shall provide direct food services or treatment shall attend this training.

OTHER REQUIREMENTS

The vendor shall be required to fulfill the following requirements:

Vendor shall provide an on-site Food Service Manager(s) who is/are trained, experienced and knowledgeable of “Safe Serve” food service in a correctional facility. The manager assigned shall be subject to review by

HCJPD.

Interviews with the proposed manager(s) shall be required prior to award. HCJPD reserves the right to approve or disapprove of the offered manager.

In the event above stated Food Service Manager(s) is / are absent due to sickness, vacation or any other reason, vendor shall furnish an acceptable alternative as a replacement.

Anytime the assigned on-site manager or designee is not on-site as required, a deficiency charge of one-hundred and fifty dollars ($150.00) per occurrence shall be charged to the vendor.

All cooks and kitchen staff hired by vendor and placed within the facilities shall be paid a minimum of twenty-two dollars ($22.00) per hour, or the federal minimum wage, whichever is higher.

Staff and Training for On-Site Employees The vendor shall be required to provide staff employees who are well trained, honest, and reliable. The staff shall be required to wear a uniform of the style and color agreed upon to distinguish them from HCJPD staff. HCJPD officials shall review and approve all hiring. The vendor shall design their staffing plan and a manner that shall provide coverage to support all requirements described in this RFP at all times. HCJPD recommends the following:

At the JDC, vendor shall have at least three (3) morning staff, one (1) mid-morning staff, and three (3) dinner staff in the kitchen at all times for safety, proper food handling, and preparation of the meals. The HCYV and HCLA shall have at least two (2) staff in the morning, one (1) mid-morning staff, and two (2) staff for dinner.

The vendor’s employees shall actively participate in ongoing in-service training provided by the vendor on safety, sanitation and food handling, as well as ongoing in-service training provided by HCJPD staff on security, policies and procedures.

HCJPD may require the vendor to immediately remove a staff employee for any just and reasonable cause.

Meeting quarterly with HCJPD facility and food service quality assurance and compliance staff.

Facility and Equipment HCJPD owns and maintains all heavy equipment including all pots, pans, silverware and serving/eating utensils.

During the term of the agreement between HCJPD and awarded vendor, vendor shall have use of all equipment and supplies. If the vendor requires any additional pots, pans, silverware and/or serving/eating utensils, vendor shall procure and incorporate. However, in the term of the agreement, any products or equipment purchased by the vendor shall become the property of HCJPD. Any exceptions to this shall be incorporated within an Amendment to the Master Service Agreement. Any/all food left from previous vendor is also owned by HCJPD — vendor is required to purchase said food from HCJPD and incorporate within the menu. It is estimated that the cost of such food items is $500.00.

DESIGNATION OF PROGRAM EXPENSES

DESCRIPTION VENDOR HCJPD/COUNTY N/A*

FOOD:

Food Purchases Processing and Payment of Invoices

LABOR:

VENDOR EMPLOYEES:

Salaries/Wages Fringe Benefits and Insurance Retirement Payroll Taxes Workers’ Compensation Unemployment Compensation

OTHER EXPENSES:

Paper/Disposable Supplies Cleaning/Janitorial Supplies Tickets/Tokens China/Silverware/Glassware:

Initial Inventory Replacement during Operation Telephone:

Local Long Distance Uniforms Linens Laundry Trash Removal:

From Kitchen From Dining Area From Premises Pest Control Equipment Replacement:

Nonexpendable Expendable Equipment Repair Office Supplies Printing Promotional Materials **Taxes Sales Other **License Fees

CLEANING RESPONSIBILITIES

DESCRIPTION VENDOR HCJPD/COUNTY N/A*

Food Preparation Areas (Include Equipment)

Serving Areas

Kitchen Areas

Dining Room Floors

Periodic Waxing and Buffing of Dining Room Floors

Restrooms for Food Service Employees

Grease Traps

Daily Routine Cleaning of Dining Room Tables and Chairs

Thorough Cleaning of Dining Room Tables and Chairs

Cafeteria Walls

Kitchen Walls

Light Fixtures

Windows

Window Coverings

Hoods

Grease Filters

Duct Work

Exhaust Fans

OTHER:

Keys

Harris County Public Health Permit

Sanitation and Safety The entire service and delivery areas shall be operated and maintained in a clean and sanitary condition and in complete compliance with all Federal, State and local standards, including but not limited to the regulations promulgated by the City of Houston and enforced by the Harris County Environmental Health Department, and the rules on Food Service sanitation adopted by the Texas Board of Health on November 30, 1977, and the latest standards as stated in the Affordable Care Act (ACA). Vendor shall furnish all labor, supplies, material, and supervision necessary to keep the areas assigned in a clean, sanitary, orderly condition at all times and in compliance with the above-listed standards. Copies of all Health Department inspections shall be submitted to the appropriate HCJPD food services compliance coordinator or specialist at each facility within twenty-four (24) hours of the inspection.

Failure to receive a grade of ninety (90) or greater on the health inspection shall result in a $5,000.00 dollar deficiency to the vendor.

The vendor shall provide any and all necessary disinfectant chemicals required to ensure proper sanitation in the event proper water temperature is not obtained. Quaternary ammonia disinfectant shall be used in the place of bleach.

Bleach is not allowed.

Sanitation shall include all silverware, utensils, flat surfaces (vertical and horizontal), and all equipment as needed to prepare and serve meals.

The vendor shall collect and dispose of all rubbish, garbage, litter or other waste on a daily basis up to three (3) times a day, but before dark in accordance with established policies of the Harris County Health Department. All used oil shall be placed in approved recycle container to be properly recycled. Any recycling expenses shall be the vendor’s expense.

The vendor shall provide all necessary materials plus require and enforce that all vendor staff wear disposable gloves, hats, and hairnets while handling food and service ware.

The vendor shall save a sample tray for each meal service of all youth and staff prepared foods for period of not less than seventy-two (72) hours for testing in the event of an outbreak of food poisoning. Samples shall be clearly marked as to date and times of preparation, service, and storage.

All hard surface floors in public areas that the vendor provides services shall be mopped after each meal service and as needed, along with the daily disposal of rubbish, garbage, litter or other waste. All hard surface floors shall be power scrubbed by vendor, at least monthly, if not more frequently, to maintain the required cleanliness standards.

The vendor shall provide a pest control plan and report pest control problems to the Harris County Office of the County Engineer (OCE). Any pest control services needed outside of what the county already has contracted shall be at the vendor’s expense. HCJPD provides quarterly pest control, if additional services are required, services shall be provided by vendor at vendor’s expense.

The vendor shall address any/all grievances within twenty-four (24) hours with a resolution plan in place and finalized within forty-eight (48) hours. On a weekly basis, vendors and HCJPD shall monitor/review grievances.

Responsibilities of HCJPD HCJPD agrees to make its kitchen and the following goods and services available for use by the vendor(s):

Use of the kitchen equipment, kitchen appliances, utensils, pots and pans. If additional equipment, kitchen appliances, utensils, pots and pans are required, it shall be at vendor’s expense and become the property of the

HCJPD.

Utility services for the kitchen facilities, to include all costs for connection and re-connection. While HCJPD shall pay all utilities, the vendor shall implement and maintain a utility / energy conservation program to control the use of lights, heat, water, ovens, steam equipment and other energy consuming items.

Use of electricity, gas, water, sewer, local telephone and garbage removal. Local telephone services shall be provided at no cost. The vendor shall pay for any long-distance calls. HCJPD cannot guarantee uninterrupted water, electricity, gas, heat, Air Conditioning (AC) and telephone service. Restoration of service after any interruption shall be accomplished as soon as possible.

Provide accurate and timely meal orders, by the floor location and type, for youth, staff and visitors.

JJAEP meals shall be adjusted up or down by providing vendor a minimum of eighteen (18) hours’ notice before the meal is to be delivered.

Provide garbage pickup service and containers within all serviced facilities.

Pest control services are over-and-above what HCJPD provides.

Quality Control The vendor shall implement and maintain a quality control program which shall clearly delineate the minimum standards by which its facility managers and staff shall prepare and serve food. At a minimum, the plan shall address and monitor the following:

Purchase all food and maintain the food supply.

The vendor delivery relative to proper inventory temperatures and handling.

Product receipt to assure that all products and weight specifications are correct according to contracted terms.

Product storage is related to proper inventory turnover, security and temperature maintenance.

Food production and inventory records, verifying that the correct proportion of ingredients utilized.

Food holding prior to use relative to proper temperature maintenance.

Food preparation and delivery.

Facility and equipment sanitation and operating conditions.

All records maintained and used in this quality control process are subject to inspection by HCJPD at any time.

Quality Assurance All foods shall be prepared within the legal requirements and guidelines established by the State of Texas, the Texas Juvenile Justice Department, the Harris County Juvenile Board, and the HCJPD. HCJPD shall ensure these requirements by utilizing; but not limited to the following resources:

Third-party survey and/or assessment.

Respond to Food Service Quality Assurance Manager, Facility Administrator, or their designee’s notifications concerning kitchen, food service or other quality issues in writing within two (2) hours of notification. Kitchen, food services, or quality issues shall be resolved immediately, or a reasonable time and date specified in writing by the Food Service Quality Assurance Manager, Facility Administrator, or their designee.

Opinions from department employees or retained experts (e.g., certified dietitian) with experience in, and knowledge of, food service at no additional cost to the department. The department reserves the right to pull sample trays without prior notification to verify that the portion sizes/weights are correct. Repeated instances of under-portioning may result in the initiation of termination procedures.

The vendor shall conduct quarterly surveys of facility youth and staff, and report results to the Board and HCJPD Administration. Recommended changes from all parties shall be taken into consideration after results have been presented to Board and HCJPD Administration.

The vendor shall be able to demonstrate that they can meet Texas Juvenile Justice Department (TJJD) throughout the term of the contract to HCJPD Administration.

Security The following security measures to be utilized by the vendor and vendor employees:

The vendor employees shall enter and exit the facility via designated entrance only.

The vendor employees shall be subject to search upon entering, exiting or at any time within the facility.

The vendor employees shall adhere to all HCJPD and Harris County policies and procedures.

The vendor employees shall wear department supplied picture identification badges while in the facility.

The vendor shall be solely responsible for the return of all identification badges upon termination/retirement of each employee. Lost or stolen badges shall be reported to the Food Service Coordinator (FSC). The vendor and FSC shall make the determination if the employee shall be retained and the vendor shall be responsible for the twenty-five dollars ($25.00) fee to re-issue the lost or stolen badge.

All vendor employees shall be subject to a criminal background clearance check as described in the RFP.

Admittance to facilities shall be denied if previous criminal activities are deemed to compromise facility. The decision of the security staff shall be final.

The vendor shall ascertain and immediately notify (in writing) the department and the County if any employee representative is related to any individual assigned to a pre-adjudication or post-adjudication facility.

The vendor shall implement and maintain a check out and check in log for issuance of all sharp utensils. The log and storage area shall be accessible to department facility administration, including the FSC at all times.

Any missing items shall be immediately reported to the designated Facility Administrator, or his/her designee.

Tools, equipment storage and chemical storage shall meet or exceed TJJD standards.

The vendor shall be responsible for security within assigned areas. The issuance and control of facility keys shall be controlled. Lost or stolen keys shall be immediately reported to the Facility Administrator, or his/her designee.

In the event of an emergency or security situation, the Facility Administrator, or his/her designees shall have supervisory control over all vendor personnel within the facility.

Vendor Maintenance Responsibilities The vendor shall be responsible for a complete Preventative Maintenance Program to include repairs (including parts and labor). Maintenance, repairs, and replacement shall include equipment for kitchens, related dry and refrigerated storage areas in HCJPD facilities. Items and areas also include:

The vendor shall have response time of two (2) hours for any required maintenance or corrective repairs.

All rolling stock: carts, tables, tray racks, etc. Carts with wheels shall be provided to prevent damage to floors.

All fixed equipment: ovens, fryers, kettles, mixers and ware washing machines to include booster heaters, etc.

The vendor shall provide all required disposables supplies such as paper and plastic and Styrofoam products due to failure of washing machines or equipment at no additional cost to the department. The vendor shall also provide all disposables required for cold lunch or snack delivery packages, napkins and plastic silverware.

All table mounted equipment: slicers, mixers, toasters, blenders, etc.

All plumbing which is exposed in the kitchen and enclosed in the walls. All plumbing fixtures, including sinks, toilets, etc. Rodding of all sewer lines up to the first available clean-out, to a maximum of seventy-five (75) feet past the kitchen walls, or up to the sewer line if distance is shorter.

All electrical fixtures and appurtenances in the kitchen walls, ceilings and floors, which are exposed and enclosed. This includes switches, plugs, and wiring to all electrical fixtures.

Refrigerators, freezers and walk-in closets. To include compressors, fans, condensers, evaporators, door seals, lights, etc.

Painting of all kitchen walls and office walls within the kitchen area at least annually and as needed.

All doors, hardware, trim, windows, frames within the kitchen area at the department.

The vendor shall not be responsible for any repairs caused by catastrophic activities to include, but not limited to, riots or uprising (initiated outside of the vendor’s area of control), floods (outside of the vendor’s area of control), fire (outside of the vendor’s area of control) tornados, and earthquakes.

The vendor shall provide and replace the following items due to normal wear and tear:

Hot delivery food carts that shall keep food at 160˚ Fahrenheit.

Hot food warming blankets or covers.

Insulated Trays and Cambro beverage containers.

Light bulbs for the kitchen, food service office, dry and refrigerated storage areas, and officers dining room.

Carts to include wheels shall be provided and utilized to avoid damage to agency floors.

The vendor shall reimburse department for any maintenance/repair accomplished by department or County personnel that is the responsibility of the vendor. Such maintenance/repair shall be coordinated by the vendor and the Harris County Purchasing Department prior to performance.

The vendor shall be responsible for maintaining and replacing and/or damages to tables and chairs located in the department kitchens.

Required Records, Reports, and Performance Reviews The vendor shall maintain at all facilities the following records; which shall be available to the County for review without prior notification.

Current staffing chart and work schedules which conform to the terms and conditions of this agreement.

Complete job descriptions of all positions.

Personnel and payroll records which include all days worked and all days absent.

Meal and daily records pertaining to regular quality control procedures such as food temperature check, tasting, appearance and specified portioning records used in the food service operation.

Health and Inspection Reports performed by the City of Houston and Harris County Health Department. At a minimum, two (2) inspections required by the Texas Department of Agriculture.

Harris County Public Health permit to cook raw foods.

On a quarterly basis and in addition to the reporting requirement specified elsewhere, the vendor shall submit reports to HCJPD, which shall address the following:

o A month-by-month (or accounting period) financial statement for each of the facilities covered. Such reports shall show all income, expenses, and profit / loss related in whole, or in part, to this agreement.

o A summary of all preventative maintenance and repair work performed.

o A complete accounting of the actual meals served to inmates, detainees, and staff by meal and day for each facility.

o An assessment of the overall program strengths and weakness as well as recommendations for improvement, on the part of the County and vendor.

o Vendor records of all staff training.

o The vendor shall submit a weekly report on meal counts to the Food Quality Assurance Officer (FQAO).

Performance Reviews - Residential Services Management shall meet no less than quarterly to physically inspect the facilities, observe operations and discuss points of mutual interest. Semi-Annual surveys of youth and HCJPD staff by the vendor shall be conducted and briefed to the Assistant Executive Director or her designee. From time to time, the Assistant Executive Director, or her designee, shall ask the vendor to do unscheduled or random surveys. The vendor shall cooperate and comply with unannounced surveys.

The vendor shall comply with all applicable standards, order or requirements issued under sections 306 of the Clean Air Act (42 U.S.C. 1857 (h); section 5008 of the Clean Air Act (33 U.S.C. 138): Executive order 11738, and Environmental Protection Agency (EPA) regulation (40 CFR Part 15). These orders prohibit the use on non-exempt Federal contracts, grants or loans of facilities included on the EPA list on violating facilities.

Reporting violations to the grantor agency and to the EPA Assistant Administrator for Enforcement is required.

(EN-329).

The vendor recognizes mandatory standards and policies relating to energy efficiency which are contained in the State Agency Conservation Plan issued in compliance with the Energy Policy and Conservation Act.

The vendor certifies that the company has not been debarred or suspended from participating in Federal contracts, grants or awards.

Continuity of Services The vendor recognizes that the services under this RFP are vital to the department and shall be continued without interruption and that, upon contract expiration, another vendor may continue them. The vendor agrees to:

Furnish phase-in training, and Exercise its best efforts and cooperation to affect an orderly and efficient transition to a successor vendor.

The vendor shall, upon written notice, negotiate in good faith a plan with a successor to determine the nature and extent of phase-in, phase-out services required. The plan shall determine a specific date for the work described in the plan and shall be subject to the applicable department approval. The vendor shall provide sufficient experienced personnel during the phase-in and phase-out period to ensure that the services called for by this RFP are maintained at all required levels of proficiency.

The vendor shall maintain all personnel on the job to help the successor maintain the continuity and consistency of the services required by this RFP. The vendor shall disclose necessary personnel records and allow the successor to conduct on-site interviews with those employees. If selected employees are agreeable to the change, the vendor shall release them at a mutually agreeable date and negotiate transfer of their earned fringe benefits to the successor.

The vendor shall work with the outgoing vendor, at no extra cost to department, a minimum of two (2) weeks of overlap before the current vendor contract expires. The incumbent vendor shall have to provide within fifteen (15) days of the next RFP award notification, a written plan that defines the nature and extent of phase-in, phase-out services required. The plan shall determine a specific date for the work described in the plan and shall be subject to the applicable department approval.

CONTRACT DEFICIENCY CHART

On a weekly/bi-weekly basis, HCJPD Food Service Compliance Coordinators and Specialist, OCE, or their designees shall perform random inspections. The inspections can and shall include kitchen(s), equipment, storage, freezer(s)/refrigerator(s), office(s), etc., utilizing the Hazard Analysis Critical Control Points Manager Self- Inspection Control List or similar document to identify health, safety, cleanliness, and adherence to contract terms.

Any deficiencies found can and shall include deductions from vendor’s revenue according to the table listed below:

DEFICIENCY DEDUCTION RATE

Failure of on-site manager or designee to show-up at facility

$150.00 per day, per facility

Failure of cooks/kitchen staff to report to facility within fifteen (15) minutes of scheduled shift

$50.00 per staff member, per day, per facility

Serving spoiled, rotten, or undercooked food $1,500.00 per meal incident, per facility

Serving expired or spoiled milk, juice or fruit $300.00 per incident, per facility

Failure to submit meal production logs within twenty-four (24) hours of food services

$25 per day, per facility

Failure to provide correct menu item or portion size Cost of each meal that does not comply with menu item or portion size per facility

Failure to properly clean cooking equipment $25 per day, per piece of equipment

Destruction/gross negligence of cooking equipment Replacement costs for similar equipment

Failure to sweep and mop floors $15 per day, per facility

Failure to clean counters $5 per day, per countertop, per facility

Failure to timely notify department of insect or rodent infestation

Actual extermination cost per facility and cost of replacement meals

Vendor action that results in kitchen closure Actual cost to purchase meal for youth AND actual cost to correct issue

Failure to clean walls, windows and other fixtures $25 per day, per facility

Failure to provide requested documentation as stated in written communication from food service compliance coordinator or her/his designee

$5 per day for legal documents, per document requested

Damage to facility by subcontractors hired by vendor Actual cost to repair damage

Deduction(s) for deficiencies shall be taken from next month’s invoice; however, certain deficiencies shall require actual payment within forty-five (45) days of notice being given to vendor.