2023-15 Jail Food Service RFP Document.pdf

PDF 446 KB Posted Jul 20, 2023

Attached to: Jail Food Service RFP
Solicitation number: 2023-15PC
Issued by: Portage County, Wisconsin

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Written by GovTribe AI · Nov 19, 2025

This is a Request for Proposal (RFP) issued by the Portage County Purchasing Department in Wisconsin for jail food service management. The County seeks a qualified vendor to provide comprehensive food services to inmates at the Portage County Jail, which operates a 79-bed adult facility and a 14-bed juvenile detention center with an anticipated average daily population of 55-65 inmates. The vendor must provide three meals daily (cold breakfast, hot lunch, and hot supper) plus nighttime snacks for juveniles, prepared onsite at 1500 Strongs Avenue, Stevens Point, Wisconsin. Proposals are due by 2:00 p.m. on August 22, 2023, with a pre-proposal site visit scheduled for August 1, 2023 at 10:00 a.m. The deadline for questions is August 7, 2023 at 2:00 p.m. The contract term is January 1, 2024 through December 31, 2026, with three optional one-year renewals. Notification of shortlisted firms is scheduled for August 30, 2023, interviews for September 12, 2023, and contract award for the week of October 1, 2023.

The vendor must meet two mandatory requirements: five years of experience providing jail food services and the ability to offer a complete solution for all services presented in the RFP. Proposals are scored on a 1,000-point scale: Organization Capabilities (100 points), Staff/Operations Management (100 points), Proposer Solutions (400 points), and Cost Proposal (400 points). The cost proposal will be scored by prorating the lowest cost proposal as the highest score using a formula where the lowest proposed cost is the constant numerator and other proposals' costs are the denominator, multiplied by 400 maximum points. All prices must be held fixed for the entire contract period, with cost adjustments negotiated only at renewal periods. The vendor must provide detailed nutritional analysis tied to specific recipes, accommodate special therapeutic and religious diets at no additional cost to the County, comply with American Correctional Association standards with a minimum of 2,800 calories per day, and maintain comprehensive food safety and sanitation procedures. The County will provide building maintenance, preventive equipment maintenance, janitorial services, utilities, and inmate workers for the secure dish room, while the vendor is responsible for food procurement, staffing, sharps accountability, equipment damage due to employee negligence, and maintaining food samples for 72 hours. The vendor must carry comprehensive insurance with the County named as an additional insured and must implement a transition plan for changeover from the incumbent contractor.

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Request for

Proposal (RFP) for

Jail Food Service RFP

#2023-15PC

Issued by:

Portage County Purchasing Department

Proposals must be submitted by:

No later than 2 PM on 08/22/2023 to:

Portage County Purchasing

1462 Strongs Ave Stevens Point WI 54481

LATE PROPOSALS WILL BE REJECTED

There will not be a public opening for this Proposal.

For further information regarding this RFP contact Chris Schultz

At (715) 346-1393 Email: schultzc@co.portage.wi.gov

Issued: 07/20/2023

Table of Contents

1. General Information

1.1. Introduction

1.2. Definitions

1.3. Scope

1.4. Calendar of Events

1.5. Contract Term and Funding

2. Preparing and Submitting a Proposal

2.1. General Instructions

2.2. Submitting Proposals

2.3. Proposal Organization and Format

3. Proposal Selection and Award Process

3.1. Evaluation Committee

3.2. Preliminary Evaluation

3.3. Right to reject proposals

3.4. Proposal Scoring

3.5. Evaluation Criteria

3.6. Interviews/Presentations and/or Demonstrations

3.7. Final Evaluation

3.8. Award and Final Offers

3.9. Notification of Intent to Award

3.10. Appeals Process

4. Requirements

4.1. Mandatory Requirements

4.2. Contract Requirements

4.3. Portage County Requirements

4.4. Insurance Requirements

4.5. Coverage:

5. Proposer Information and Solutions

5.1. Organization Capabilities (100 Points)

5.2. Staff/Operations Management (100 Points)

5.3. Proposer Solutions (400 points)

6. Cost Proposal

6.1. General Instructions for the Cost Proposal and how it will be Scored

Table of Contents

6.2. Fixed Price Period

6.3. Cost Scores Considered

7. Notice to Proposers

8. Contract Cancellation

Attachment A - Signature and Authority Affidavit Form Attachment B - References Attachment C - Designation of Confidential & Proprietary Information Form Attachment D - Mandatory Requirements Attachment E - Cost Proposal

Portage County Wisconsin RFP #2023-15

1. General Information

1.1. Introduction

Portage County Wisconsin requests proposals from a qualified vendor to provide Jail Food Service to inmates at the Portage County Jail. Interested proposers must demonstrate experience in the industry and provide a concise proposal response in accordance with the specifications outlined in this RFP.

The County of Portage as represented by the Purchasing Department intends to use the results of this Request for Proposal (RFP) to award a contract for the above listed project. The contract administrator will be determined at the time of the contract award. Retain a copy of these proposal documents for your files. Should you receive an award, these documents become part of your contract terms and conditions.

Contract Execution: Portage County utilizes a web based electronic signature program (DocuSign) for the execution of contracts that do not require notarization. By submitting your proposal, you are agreeing to the use of this program to sign documents should you receive an award. There is no cost to the proposer associated with this process.

1.2. Definitions

The following definitions are used throughout the RFP:

County means the County of Portage Wisconsin.

Proposer/Vendor/Bidder means a company or individual submitting a proposal in response to this RFP.

Purchasing means the County of Portage Purchasing Department.

RFP means Request for Proposal.

State means the State of Wisconsin.

VendorNet means the State of Wisconsin’s electronic purchasing information system.

1.3. Scope

1.3.1. Food Service-

The successful vendor will be expected to provide the following services as part of the food service management program:

Meals

Provide three meals a day to inmates – breakfast, lunch, and dinner. The meal pattern will be cold breakfast, hot lunch and hot supper but can be adjusted upon approval from jail administration.

There will also need to be a nighttime snack provided for the juvenile population.

Meal delivery shall be set at a time mutually agreed upon between the vendor and jail administration.

Meals must be nutritionally balanced and tasteful.

Special diets are medically required for inmates; the vendor will be required to accommodate those special diets at no additional cost to the County.

Meals to be prepared onsite at 1500 Strongs Avenue, Stevens Point, Wisconsin 54481.

1.3.2. Current Operations-Portage County has a 79-bed jail. The average population of the facility varies between 100-120 inmate population on average. Portage County houses inmates out of county leaving the daily population between 30 – 50 in recent years. Prior to the pandemic the daily population would be at or about 65. Portage County also operates a 14 bed Juvenile Detention Center with a population that fluctuates frequently. Currently meals are served at 5:30 a.m., 11:30 a.m. and 4:30 p.m.

1.3.3. Clarifications and/or Revisions to this RFP

Portage County Purchasing is the sole point of contact for the County during the selection process.

Contact with anyone else involved with this process without the prior authorization of Purchasing may result in the disqualification of your proposal. Proposers are expected to raise any questions, noted errors, discrepancies, ambiguities, exceptions, additions or deficiencies they have concerning this proposal in writing through email by 2pm 08/07/2023, to: Chris Schultz, Purchasing, Email:

schultzc@co.portage.wi.gov

If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this proposal after the above date, they shall immediately notify the above named individual of such error and request modification or clarification of the proposal document before the proposal due date.

If the proposer fails to notify the County prior to the proposal due date of any condition stated above that reasonably should have been known to the proposer, and if a contract is awarded to that proposer, the proposer shall not be entitled to additional compensation or time by reason of the error or its correction.

Revisions to this request for proposal or answers to questions will be made only by an official written addendum issued by Purchasing. Addenda will be posted on VendorNet and on the Portage County Website. Proposers are responsible for checking these websites for any addenda before submitting a proposal. Failure to acknowledge addenda may disqualify your proposal. The County also reserves the right to withdraw or amend this proposal at any time using the process listed above.

https://vendornet.wi.gov http://www.co.portage.wi.us

1.4. Pre-Proposal Site Visit

A pre-proposal vendor site visit of the kitchen area in the jail is recommended and will be held on Tuesday, August 1, 2023 at 10AM. Contact Chris Schultz @ schultzc@co.portage.wi.gov, if you plan to attend. An RFP addendum will be issued if the site visit is changed or cancelled. The Proposer cannot charge the County for attending a site visit.

1.5. Calendar of Events

Listed below are specific and estimated dates and times of actions related to this Request for Proposal. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times, it will do so by issuing an addendum to this RFP. There may or may not be a formal notification issued for changes of the estimated dates and times.

DATE EVENT

07/20/2023 RFP Issuance date 08/01/2023 @10AM Pre-Proposal Site Visit/Review of the Jail Kitchen Facilities 08/07/2023 @ 2PM Last day for submitting questions 08/09/2023 Addenda posted to https://vendornet.wi.gov/ and http://www.co.portage.wi.us 08/22/2023 @2PM Proposals due at or before 2:00 p.m.

08/30/2023 Notify shortlisted firms (Subject to change) 09/12/2023 Interviews/Presentations (If Needed & Subject to change) http://www.co.portage.wi.us/ https://vendornet.wi.gov/ http://www.co.portage.wi.us/

Week of 09/18/23 Best and Final Offers and/or Notification of intent to award sent to proposers (Subject to change)

Week of 10/01/23 Contract award (Subject to change) for Contract Start Date of 1/1/24

1.6. Contract Term and Funding

The contract shall be effective on the date indicated on the contract and shall continue through 12/31/2026 with Three (3) one-year renewals options. Any extension must be authorized by mutual agreement of the Contractor and the County.

2. Preparing and Submitting a Proposal

2.1. General Instructions

Please submit your proposal response in two packages:

• Package One: RFP Response

• Package Two: Cost Proposal

The intent of this request is to establish a process that will encourage candidate firms to assign top talent to this Project. Portage County will evaluate the RFP as outlined in section 3.5 and select a short list of firms to interview. Upon completion of the interviews the County will make a preliminary selection.

Your proposal and interview presentation should be a demonstration of your ability to communicate concisely and succinctly. Proposals are to be organized in the same sequence as outlined below and sections should be tabbed and clearly identifiable.

Elaborate proposals (e.g. expensive artwork), beyond that sufficient to present a complete and effective proposal, are not necessary or desired.

2.2. Submitting Proposals

Proposers must submit, in a sealed package, One Original (identify) PLUS four (4) identical copies of all materials required for acceptance of their proposal, along with one electronic copy on a flash drive, on or before 2:00 p.m., 08/22/2023 to:

Portage County Purchasing 1462 Strongs Ave Stevens Point, WI 54481

All proposals must be received by the Purchasing Department by the stated time. Late proposals will not be accepted. Receipt of the proposal by the U.S. mail system does not constitute receipt of the proposal by Purchasing.

The County does not accept facsimile machine or email submitted proposals. All proposals must be packaged, sealed, and show the following information on the outside of the package:

Proposer's Name and Address Request for Proposal Title Request for Proposal Number Proposal Due Date

COST PROPOSAL: Submit Original plus One (1) identical copies of Attachment E in a separate sealed envelope within the proposal package. The outside of the envelope should clearly state “Cost Proposal” and the name of proposer. Please include a electronic copy of the cost proposal on the same flash drive you are submitting with the proposal.

2.3. Proposal Organization and Format

Proposal should be typed and bound securely with page numbers clearly indicated. Proposers responding to this RFP must comply with the following format requirements:

Tab 1 - COVER LETTER, RFP SIGNATURE PAGES: Include here any cover letter, Attachment A - RFP Signature and Authority Affidavit Form, any addenda signature pages, and Attachment C - Designation of Confidential & Proprietary Information Form.

The Signature and Authority Affidavit submitted in response to this RFP must be signed by the person in the Proposer's organization who is responsible for the decision as to the prices being offered or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices and services. Failure to provide these forms/information with your bid submittal may disqualify your proposal.

Tab 2 - RESPONSE TO PROPOSER INFORMATION AND SOLUTIONS: Responses to the requirements in the Proposer Information and Solutions section (section 5 below) must be in the same sequence and numbered as they appear in this RFP. Include here completed Attachment B—References for individuals indicated in

5.2 (include multiple sheets as required).

Tab 3 – MANDATORY REQUIREMENTS: Include Attachment D Mandatory Requirements.

Separate Envelope - COST PROPOSAL—ATTACHMENT E: Provide cost information as detailed in Section 6 in this RFP. All costs, as requested, for furnishing the product(s) and/or service(s) must be included in this proposal. The cost proposal must NOT be listed in any other part of the proposal response.

3. Proposal Selection and Award Process

3.1. Evaluation Committee

The County’s evaluation committee will consist of members who have been selected because of their special expertise and knowledge of the service(s) and/or product(s) that are the subject of this RFP. Proposers may not contact members of the evaluation committee except at the request of the Purchasing Department.

3.2. Preliminary Evaluation

The proposals will be initially reviewed to determine if mandatory requirements are met. Failure to meet mandatory requirements shall result in the proposal being rejected. In the event that all proposers do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals that most closely meet the mandatory requirements of this RFP.

3.3. Right to reject proposals

The County reserves the right to reject any and all proposals.

3.4. Proposal Scoring

Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references, request interviews/presentations, conduct demonstrations and/or conduct on-site visits. The resulting information will be used to score the proposals. The evaluation committee's scoring will be tabulated, and proposals ranked based on the numerical scores received.

3.5. Evaluation Criteria

The proposals will be scored using the following criteria:

Description Points Organization Capabilities 100 Staff/Support Qualifications 100 Proposer Solutions 400 Cost Proposal 400 Total 1000

3.6. Interviews/Presentations and/or Demonstrations

Top-scoring proposers, based on the evaluation of the written proposal, may be required to have interviews/presentations to support and clarify their proposals, if requested by the County. The County will make every reasonable attempt to schedule the interview/presentation on the date specified in the Calendar of Events. The proposer is required to have key members of the Staff that are listed in Section 5.2 Staff Qualifications attend the interview and be prepared to present and respond to questions. Failure of a proposer to complete a scheduled interview/presentation to the County may result in rejection of that proposer's proposal. The County may conduct reviews of the Construction Manager Firm’s work and/or contact/or references to clarify or confirm proposal information.

3.7. Final Evaluation

Upon completion of any interviews/presentations and/or demonstrations by proposers, the County's evaluation team will review their evaluations and adjust the scores based on the information obtained in the interview/presentation, demonstration, possible reference checks, and any other pertinent proposer information.

3.8. Award and Final Offers

Award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer after the original evaluation process is complete. Alternatively, the highest proposer or proposers may be requested to submit best and final offers. If the County requests best and final offers, they will be evaluated against the stated criteria, scored, and ranked by the evaluation committee. The award will then be granted to the highest scoring proposer following that process. However, a proposer should not expect that the County will request a best and final offer.

3.9. Notification of Intent to Award

All proposers who respond to this RFP will be notified in writing of the County's intent to award the contract(s) as a result of this RFP.

3.10. Appeals Process

Notices of intent to protest and protests must be made in writing. Protestors should make their protests as specific as possible and should identify Wisconsin Statutes or Portage County Ordinance provisions that are alleged to have been violated.

The written notice of intent to protest the intent to award a contract must be filed with Chris Schultz, Procurement Director, Portage County Wisconsin, 1462 Strongs Ave, Stevens Point, WI 54481, and received in his office no later than five (5) working days after the notice of intent to award is issued.

The written protest must be received in his office no later than ten (10) working days after the notice of intent to award is issued.

The decision of the Procurement Director may be appealed to the Corporation Counsel Office within (5) working days of issuance. The appeal must allege a violation of a Wisconsin Statute or a Portage County Ordinance provision.

4. Requirements

4.1. Mandatory Requirements

Submit response using Attachment D Mandatory Requirements under Tab 3 of proposal - see section 2.4 for proposal submittal format. The following requirement(s) are mandatory, and the proposer must satisfy them as a pass/fail pre-screening requirement. Any proposal submitted not in compliance with mandatory requirements will be rejected and not evaluated or scored.

4.1.1. Must be experienced in providing Jail Food Services for the last 5 years.

4.1.2. The company must be able to offer a total solution of all the services presented in this RFP.

4.2. Contract Requirements

The following summary is intended to provide a general understanding of County’s expectations and is not all inclusive. It is expected that the vendor shall provide sufficient organization, personnel, and management to carry out the requirements of this RFP and subsequent contract in an expeditious and economical manner consistent with the interests of the County.

4.2.1. General Requirements

The successful vendor will be responsible for food procurement and related costs, food preparation, maintaining supply inventory, and staffing for all administrative and operational functions described herein. The successful vendor must be able to provide food services for the Portage County Jail. The Jail will have a maximum capacity of seventy-nine (79) adult beds and a maximum of fourteen (14) juvenile beds. The anticipated average inmate population has been forecasted as 55-65 inmates.

4.2.2. Work Release

Currently Portage County does not operate a work release center. In the event Portage County re-establishes its work release center, sack lunches shall be provided to those not in the facility at mealtimes.

4.2.3. Staff Food Service

The contractor shall provide a rotating menu for staff to choose to purchase meals from. This is not a mandatory requirement, but Portage County would like to pursue the option.

4.2.4. Nutritional Requirements/Special Diets

4.2.4.1. Adult Jail – The Contractor shall assure the dietary operation is in compliance with the standards set by the American Correctional Association. Meals will be of a caloric content not less than 2,800 calories per day (including beverages). Menus will be reviewed and approved by the Contractor’s registered dietitian and will be adjusted to comply.

4.2.4.2. Nutritional Analysis- shall be tied to actual recipes and products proposed. An item-by-item computer generated nutritional analysis of the menu with a weekly summary indicating the percentage of compliance to the highest RDA values for the population shall be submitted with the Contractor response.

4.2.4.3. Each item on the menu shall have specific nutritional values based on recipes that shall be used in the facility. For example: the specific calories, protein, fat, sodium, calcium, iron, and vitamins for all items in the recipe that will be used shall be separately identified on the computer.

4.2.4.4. Special Diets: Therapeutic diets (salt-free, soft, vegetarian/meatless, diabetic, etc.) for inmates shall be available upon medical authorization. Specific diets shall be prepared and served to inmates according to the orders of the responsible health authority. Special diets for religious reasons will be accommodated as directed by the policies of the Jail. Meatless trays are also to be available.

4.2.5. Safety Procedures, Regulations, and Cleaning Standards

4.2.5.1. The Vendor will obey all Federal, State and local laws and ordinances regarding health, sanitation and safety. Food Service shall meet all current standards established by The American Correctional Association, The Food and Nutritional Board of the National Academy Science as prescribed for inmates and the State of Wisconsin.

4.2.5.2. The Vendor shall keep all areas allocated for their use in a state of cleanliness that meets with the satisfaction of the State Jail Inspector and County Health Department.

4.2.5.3. Portage County will provide inmate workers to work in the secure dish room only. Inmate workers will be available after mealtimes for dish washing.

4.2.5.4. The Vendor shall be responsible for proper disposal of all refuse related to food preparation and performance of the contract. The County will pay for the refuse containers.

4.2.5.5. Sharps: The contractor is responsible for providing and maintaining sharp utensils (knives) for the kitchens. The contractor shall implement a check in/check out procedure for sharps accountability in the Correction kitchens-with the Jail’s approval. Sharp inventories are to be completed at employee shift changes. Inventories of inmate utensils in the secured work area are completed before inmates return to the pod. All sharps must be tethered and accounted for. Any missing sharp items in Corrections must be reported to the Jail Administrator or Shift Lieutenant immediately.

4.2.5.6. The contractor is responsible for correct handling, prompt storage and rotations/issue of food items purchased. Products frozen more than one year and/or are past the manufacturer’s pull date or expiration date should not be served.

4.2.5.7. The contractor will be responsible for saving samples of all prepared and served foods for at least a 72-hour period. Food samples are retained for at least a 72-hour period. Food samples are retained for testing in the event of a food borne illness. Samples must be clearly marked as to the date, time and meal served.

4.2.5.8. Maintain logs that above standards are met.

4.2.6. Equipment Requirements

4.2.6.1. The County will maintain and repair the equipment.

4.2.6.2. The Vendor shall take all reasonable measures necessary to assure the County its equipment is being properly used and maintained.

4.2.6.3. The Vendor will be responsible for repair or replacement of damaged equipment due to negligence of employees.

4.2.6.4. The County will provide preventative maintenance and repair service on all County-owned equipment.

4.2.6.5. The County shall supply all utilities relating to the operation of the food service area. The Vendor will direct efforts at conserving utilities whenever possible.

4.2.6.6. Prior to the start of services, Portage Cunty and contractor will create an inventory of equipment, materials, and supplies supplied by Portage County. Such inventory shall include, but is not limited to, age, maintenance schedule, volume, and condition. Such inventory shall be updated as needed, no less than every six months.

4.2.6.7. Contractor shall return to Portage County at the expiration or termination of this agreement, the food service premises and all equipment, materials and supplies furnished by Portage County in the condition in which received, based on the initial and any subsequent inventory, except for ordinary wear and tear and except to the extent that said premises and equipment may have been lost or damaged by fire, flood, or other disaster, and except to the extent that said equipment may have been stolen by persons other than employees of the contractor without negligence on the part of the contractor or its employees.

4.2.6.8. The contractor will take all reasonable and prudent measures to assure Portage County that its equipment is properly used and maintained, and that maintenance or repair needs identified or noted by the contractor, or its employees are promptly reported to Portage County.

4.2.6.9. If equipment is damaged by inmates due to supervision issues by contractor, the contractor will be responsible to repair and/or replace equipment.

4.2.7. Reporting Requirements

4.2.7.1. To operate as an Independent Contractor in a cost-effective manner, with the reporting and accountability to the Sheriff or his designee.

4.2.7.2. To adhere to the policies and procedures of the Portage County Sheriff's Department.

4.2.7.3. To report any problems, missing equipment and/or unusual incidents to the Jail Administrator immediately or in an appropriate time frame as designated by the Jail Administrator.

4.2.7.4. To maintain a cooperative, collaborative relationship with the Administration and Staff of Portage County's Corrections Division.

4.2.7.5. To maintain complete and accurate records of meals served and billings, for the purpose of providing a monthly report to the Jail Administrator.

4.3. Portage County Requirements

4.3.1 Portage County shall furnish building maintenance services for the kitchen facility and shall provide preventive maintenance and equipment repairs and replacements for Portage County owned capital equipment.

General maintenance of the building and structure is the responsibility of Portage County.

4.3.2 Portage County shall provide janitorial services for the kitchen facility. Portage County shall contract semi-annual cleaning of the range hoods and provide annual cleaning of the grease traps. Portage County shall be responsible for extermination services and the removal of trash and garbage from the kitchen.

4.4. Insurance Requirements

The Firm shall carry at its sole expense and provide evidence of insurance coverage listed below to protect itself and the County from and against liability, loss, damage, expense, cost (including without limitation to litigation and court costs and attorneys’ fees) arising out of or in connection with the performance of any work performed in accordance with the specifications of any related documents, whether such work is performed by the Firm or any subcontractor or by anyone directly or indirectly employed by any of them or by anyone for whose acts any of them may be liable. Coverage must be written with insurance companies licensed in the state of Wisconsin.

4.5. Coverage:

The County shall be named as an additional insured.

Certificates of insurance shall be presented to the Purchasing Department for approval before the successful Firm, its agents and/or employees commence any work whatsoever pursuant to the contract.

5. Proposer Information and Solutions Submit response under Tab 2 of proposal - see section 2.4 for proposal submittal format.

5.1. Organization Capabilities (100 Points)

Describe the organization/company's experience and capabilities providing similar services to those required. Be specific and detail no more than three Jails and/or Food Service contracts:

a. Description of work, dates, locations, challenges, and results

b. Individuals or Support offered during the duration of the Contract

c. Any challenges during the project and how you overcame those challenges.

5.2. Staff/Operations Management (100 Points)

Identify key staff your organization and/or Support you will offer during the Contract.

a. Include an organizational chart or a list of the individuals we will be working with during the Contract.

b. Provide information/background on the various individuals if relevant.

c. List other assignments the Service Manager will be handling during the period of assignment to this Contract.

d. Please describe your processes and procedures for providing facility support. Address the following:

• How does our staff contact your support division and how quickly can we expect a response?

• Who is the primary point of contact for our administrative team in the event of questions or issues related to your system/services?

e. Explain the implementation process of your products and identify any anticipated interruption of services we currently provide.

f. What are the requirements that need to be met by the county to utilize your services? Example: Equipment needs, Storage Space for dry, freezer, and refrigeration, etc.

g. Describe the current lead time and process after contract award for implementing your service?

5.3. Proposer Solutions (400 points)

Provide a description of the services, products, and/or support capabilities as it relates to the following areas; (Note these match Contract Requirements but Portage County would like you to describe you solutions in greater detail in this area)

5.3.1. General Requirements

Provide an overview of your meal preparation and overall food philosophy when in comes to providing Inmates meals.

5.3.2. Menu Sample/Changes

Please provide a six-week sample menu to include regular meals, special diets, Kosher/Halal meals, vegan meals, Juvenile snacks, and the type of beverages served. Also provide the frequency of menu changes.

Describe how Kosher/Halal meals are prepared.

5.3.3. Hiring Procedures

What are your hiring procedures and screening procedures for your employees that work within secure facilities? Indicate your average length of employment and wages for employees with your company.

Include your annual accident/injury record compared to the National average.

5.3.4. Nutritional Content

What is the nutritional content of your food? Each item on the menu shall have specific nutritional values based on recipes that shall be used in the facility. For Example: the specific calories, protein, fat, sodium, calcium, iron, and vitamins for all items in the recipe that will be used shall be separately identified on the computer. Please submit details in your proposal.

5.3.5. Transition Plan

Provide a timeline to be followed and describe how the firm will communicate, educate and coordinate efforts with the County to successfully transition from one Contractor to another.

5.3.6. Meal Schedule

Will you be able to continue with our current mealtime schedule (See Section 1.3.2)? Would you have a solution to changing up the hot/cold meals that would not disrupt your staffing hours (See Section 1.3.1 for current Cold, Hot, Hot meal structure)?

Please provide a detailed plan as to how to deliver meals in a situation where the kitchen is unavailable for use {short term plan (3-5 days); long term plan (multiple weeks/ months)}. This would describe how you would maintain continuity of service (loss of water, steam, power, etc.) in other circumstances.

6. Cost Proposal

6.1. General Instructions for the Cost Proposal and how it will be Scored All prices must be quoted in U.S. Dollars.

Purchasing will score the cost proposals by prorating with the lowest cost proposal given the highest score.

The formula is as follows: Calculation of points awarded to subsequent proposals will use the lowest dollar proposal amount as a constant numerator and the dollar amount of the firm being scored as the denominator. This number is then multiplied by the number of points given to the cost section of the RFP, resulting in the cost proposal score.

Lowest Cost Proposed Constant _ X Maximum Points Assigned to Cost = Score Other Proposed Cost

6.2. Fixed Price Period

The awarded Firm must hold the accepted prices and/or costs for the entire contract period. Any adjustment to prices and/or costs at the beginning of a contract renewal period will be negotiated between the County and the Firm.

6.3. Cost Scores Considered

Cost Scores will only be considered after a short list of vendors is determined from the initial proposals. A final cost score will be determined if a best and final offer is requested.

7. Notice to Proposers

7.1 This RFP is not a contract and does not in any way bind the County to any obligations.

7.2 The County is not responsible for costs incurred by anyone responding to the Request for Proposal.

7.3 Upon submission, all proposals become the property of the County, which retains the right to use any concept or idea presented in any proposal submitted, whether or not that proposal is accepted.

7.4 The County expressly reserves the right to amend or withdraw this RFP at any time. It further expressly reserves the right to reject any or all proposals.

7.5 The County is not bound to accept the lowest cost proposal.

7.6 Proposers are held legally responsible for their proposals.

7.7 The County reserves the right to negotiate contract terms contemporaneously and/or subsequently with any number of proposers as the County deems to be in its best interest. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

7.8 The County reserves the right to negotiate any aspect of the proposal with any candidate and to negotiate with more than one candidate at the same time.

7.9 The County reserves the right to request any additional information at any stage of the RFP process.

7.10 The County reserves the right to waive any minor irregularities in the proposal request process.

7.11 Multiple proposals from a proposer will be permissible; however, each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response.

7.12 Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal, in writing, at any time up to the proposal due date and time or upon expiration of 90 days after the due date and time. The written withdrawal notice must be received by Purchasing. The notice must be signed by an authorized representative of the proposer. If a previously submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the proposal due date and time.

8. Contract Cancellation This contract may be terminated by either party under the following conditions:

8.1 The County may terminate the contract at any time at its sole discretion by delivering 30 days written notice to the Firm.

If the problem is service performance, Firm will be advised in writing of unsatisfactory performance and intent to cancel this contract. Firm will be given a period of time to ‘cure’ the performance. If the performance does not improve, Firm will be given 30 days written notice that the contract will be cancelled. Upon termination, the County’s liability will be limited to the pro rata cost of the services performed as of the date of termination.

8.2 In the event the Firm terminates the contract, for any reason whatsoever, it will require written certified letter notification delivered to the Purchasing Department not less than 120 days prior to said termination.

The Firm will, in turn, refund the County, within 30 days of said termination, all payments made hereunder by the County to the Firm for work not completed.

8.3 If at any time the Firm’s performance threatens the health and/or safety of the County or the public, the County has the right to cancel and terminate the contract without notice.

8.4 If the Firm fails to maintain and keep in force the insurance as required, the County has the right to cancel and terminate the contract without notice.

ATTACHMENT A

SIGNATURE AND AUTHORITY AFFIDAVIT FORM

PROPOSING COMPANY NAME: _________________________________________________________

FEIN (Federal Employer ID Number) OR Social Security # (if Sole Proprietorship)

Address: __________________________________________________________________________

City _____________________________ State ________ Zip + 4 _______________________

Number of years in Business _______

Name the person to contact for questions concerning this proposal.

Name ___________________________ Title ______________________________

Phone ( ) _______________________ Toll Free Phone ( ) __________________________

Fax ( ) _______________________ Email Address ___________________________

In signing this proposal, we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other proposer, competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening to any other proposer or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, having familiarized themselves with the conditions affecting the cost of the work, having read completely the requirements, hereby proposes to perform everything required and to provide and furnish labor, materials, equipment, tools and all other services and supplies necessary to produce in a complete and workmanlike manner all of the materials or products described in the project relating to this proposal.

I further certify that I have carefully examined the proposal documents and all terms herein, and site where the work is to be done and have no agreements to prevent the completion of said work.

Signature Title

Name (type or print) Date

This firm herby acknowledges receipt / review of the following addendum(s) (If any)

Addendum #_____ Addendum #_____Addendum #_____Addendum #_____

ATTACHMENT B

REFERENCES

Proposer: _______________________________________________________________________

Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) provided to customers similar to those requested in this solicitation document. Potential subcontractors cannot be references. Any subcontractor arrangement for the completion of this work shall be listed on a separate page.

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: ____________________________________ Phone No. __________________________

E-Mail Address: __________________________________________________________________________

Product(s) Used and/or Service(s) Provided: ____________________________________________________