2024_SO101 Food Service Bid_docx.pdf

Bid for Food Service

Gordon County Jail

Contact Information:

Gordon County Attn: Purchasing Manager Charmon VanDyke 215 North Wall Street Calhoun, Georgia 30701 Bids@gordoncountyga.gov

Jail Food Service 1

1.0 Overview

1.1 Submission

2.0 Communication with Gordon County

3.0 Award

4.0 Payment Terms

5.0 Local Bidder Privilege

6.0 Tentative Calendar of Events

7.0 Goals

8.0 Scope Of Work

9.0 General Vendor Information

10.0 Proposal Response Requirements

11.0 Bid Pricing Summary

12.0 List of Deviations

13.0 Terms and Conditions

14.0 Forms

14.1 Acceptance of Terms of this Agreement

14.2 Non-Collusion Affidavit of Prime Proposer

Jail Food Service

1.0 Overview

The Gordon County Board of Commissioners is accepting sealed written proposals from qualified firms experienced in the delivery of inmate food services. The food service will be at the Gordon County Jail at 2700 US Hwy 41 North, Calhoun, GA 30701.

1.1 Submission

If you choose to submit a Bid for this service, the County requires the vendor to submit three (3) sealed original printed bids/proposals (faxes not accepted) and Two (2) electronic copies on a USB drive. Your sealed bid/proposal submission must be marked, “Food Services Jail” and delivered to the Gordon County Administration Building at 215 N. Wall Street, Calhoun, Georgia 30701 no later than 2:00 p.m. on April 29, 2024. The receiving time at the Gordon County Administration Building 215 N. Wall Street – Calhoun, GA 30701 will be the governing time for acceptability of the bid.

Your submission shall be in the form defined in 10.0 Proposal Response Requirements.

A mandatory pre-bid meeting will occur on April 3, 2024 at 10AM Gordon County Jail - 2700 US Hwy 41 North – Calhoun, GA 30701.

Any response received after the deadline date and time shall be returned unopened. Incomplete responses may not be considered if the omissions are determined to be significant. All Bids will be publicly opened and bid cost read at that time and place. You are invited to attend the opening. The submitted bid costs will be posted online at www.gordoncountyga.gov the day after the bid opening.

The Gordon County Board of Commissioners reserves the right to accept, or reject, any and all Bids received and/or disregard informalities in the Bids received. If additional information is needed, contact Charmon VanDyke, Gordon County Purchasing Manager bids@gordoncountyga.gov

2.0 Communication with Gordon County

All Communications regarding this Bid should be communicated through Gordon County Purchasing. Telephone inquiries will not be accepted. Any questions regarding this Bid should be submitted to Charmon VanDyke via e-mail – bids@gordoncountyga.gov. Your inquiry must contain “Food Services Jail'', your company name and telephone number Information obtained from any other source is not official and should not be relied upon

Jail Food Service http://www.gordoncounty.org mailto:bids@gordoncountyga.gov mailto:bids@gordoncountyga.gov

3.0 Award

While the County is entertaining a Bid, it will not be bound to award the Bid.

The County may contact and evaluate the vendor’s and any subcontractor’s references; contact any vendor to clarify response; contact any current or past users of a vendors or subcontractors services.

The County will not be obligated to accept the lowest offer but will make an award in the best interest of the County after all factors have been evaluated.

The County will be the sole judge of the successful offer. The County reserves the right to negotiate with any and all vendors. Vendors are advised that it is possible that an award may be made without discussion or any contact concerning the Bid received. Accordingly, bids should contain the most favorable terms from a price and technical standpoint, which the vendor can submit to the County. DO NOT ASSUME that you will be contacted or afforded an opportunity to clarify, discuss or revise your proposal.

4.0 Payment Terms

THE COUNTY SHALL: Pay the contractor in payments with terms of NET 30 unless cash discounts are offered for early payment.

5.0 Local Bidder Privilege

The County has within the purchasing policies a Local Bidder Privilege as defined below:

Because bids awarded to “local” vendors contribute to the Gordon County tax base and promote the local economy, the Gordon County Board of Commissioners has determined that, under certain circumstances, such “local” vendors shall be provided an additional privilege when bidding against non-local vendors.

If a “local” vendor’s bid shall meet all specifications and is not more than four percent (4%) more than the lowest responsive and responsible bidder, the lowest bidding “local” vendor shall be given one (1) business day from the opening of such bids in which to notify the Purchasing Manager that it agrees to match the low bid submitted by any non-local vendor. If such “local” vendor shall not agree to match the low bid, then the next lowest “local” vendor, if any within this specified category, shall be given one (1) business day there from to notify the Purchasing Manager that it agrees to match the low bid submitted by any non-local vendor, and so on until all “local” vendors who fall within the specified category have had an opportunity to match the low bid.

This privilege or preference shall not apply to road construction or public works projects otherwise governed by Georgia Law or to the purchase of any other goods and/or services, for which such preference is prohibited by Georgia Law.

A “local” vendor for purposes of this section shall be defined as a vendor maintaining a physical presence within Gordon County, including, but not limited to the maintenance of one (1) or more offices within Gordon County with continuous employment of not fewer than two (2) persons at such office(s) for more than six (6) months prior to the submission of such bid. The mere maintenance of a post office box within Gordon County shall not qualify a vendor as “local” for purposes of this policy.

6.0 Tentative Calendar of Events

Bid Posted: March 20, 2024

Mandatory Pre-Bid April 3, 2024 at 10 a.m.

Gordon County Jail – 2700 US Hwy 41 North, Calhoun, GA 30701.

Question Deadline April 17, 2024 at 2 p.m.

Bid Submittal Deadline April 29, 2024 at 2PM Gordon County Admin Building – 215 N Wall St. – Calhoun, GA 30701

Evaluation April 29 thru May 8, 2024

Possible Vendor notification of award May 9, 2024

7.0 Goals

1. To deliver high quality food service that can be audited against established nutritional and health standards.

2. To operate and manage the food service program in conjunction with the Sheriff of Gordon County and his designee(s).

3. To operate the food service program in a cost-effective manner with full reporting to the Sheriff of Gordon County or his designee(s).

4. To maintain a working relationship with the Sheriff of Gordon County and the staff of the County Jail as well as other County offices.

5. To maintain standards established by Gordon County, the State of Georgia, and national standards.

6. To offer a comprehensive program for continuing staff education/training for assigned food service employees.

7. To operate the food service program in a professional manner with respect to the inmates’ court-established right to basic health and nutritional standards.

8.0 Scope Of Work

a. The vendor shall provide two (2) hot meals (breakfast and dinner) being served during the daily inmate meal period. No more than thirteen (13) hours shall pass between the dinner and breakfast meals. The Sheriff or his designee shall dictate the meal schedule.

b. The vendor must provide a proposed calorie count per day and the source used as to the proposed calorie count per day.

The average daily population of inmates over the past 12 months ending 03-13-2024 was 278 inmates. The Jail has a maximum capacity of 376 inmates.

c. All menus are to be planned by a professional dietician and are to be based on the Recommended Dietary Allowances of the National Academy of Sciences or equivalent authority. Vendors shall retain access to services of professional dietician as needed in order to comply with standard nutritional guidelines.

d. The vendor shall provide a copy of the menu and written documentation of nutritional adequacy and menu with each food menu cycle prior to utilizing the menu. Menus are to be reviewed and updated as needed annually.

e. Additional inmate meals to be served daily:

a. The vendor is to provide a cold pack out lunch for all inmate workers (18 to 25 meals on average daily.)

b. The vendor is to provide a medical snack for those inmates designated by the medical staff (6 to 10 meals on average daily)

f. Staff meals - The vendor is to provide a staff meal for each on duty jail employee per shift. A lunch meal will be provided for the day shift employees and a dinner meal will be provided for the night shift employees. Staff meals are to be prepared and handled by civilian personnel only while no inmates are present in the kitchen.

On average there are 15 jail staff on duty during the day Monday thru Friday and 10 jail staff on duty on nights and weekends.

The Jail staff will provide meal counts to the vendor twice daily. A meal count sheet is to be signed by the jail staff and vendor after each meal is served.

g. Vendor shall be responsible for supplying coffee and condiments (cups, creamer, sweeteners, stir sticks} to the two staff break rooms (Jail and Sheriff’s Office). Total staff is approximately 130 with 20 - 25 on duty at any given time.

h. All aspects of food preparation and food service shall conform to and be in compliance with the applicable standards of the Department of Public Health.

i. The vendor must provide with their proposal a four-week menu, complete with nutritional analysis. No proposal will be considered that doesn’t provide the menu upon which the cost of service is calculated together with the “as served” portion sizes of each menu item. This is to include the amount of calories per meal / per day and the average calorie count per menu cycle.

j. The vendor shall warrant that all meals (inmate and staff) will be served at appropriate temperatures and in a manner that makes them palatable and visibly pleasing, complete with condiments (dressing, sugar, salt, pepper, ketchup, or mustard, mayonnaise etc.

where indicated.

k. The vendor shall provide, at no additional cost, medical diets conforming to physician ordered specifications.

l. The vendor shall include in the proposal its policies for serving special meals on holidays for inmates and staff. Proposed menus shall be identified. All such meals will be provided at contract rates. Four (4) holiday meals shall be provided annually, including Easter, Thanksgiving, Christmas, and New Year holidays.

m. In all cases Jail personnel will be responsible for food delivery to inmates.

n. The “turn-key” operation proposed must include all food items, food service items, and janitorial/cleaning supplies. In addition, a contingency plan, in case of power outages or other disruptions must be prepared by the vendor.

o. The vendor must provide details of a secondary backup plan in the event that the Jail kitchen is unable to prepare meals.

p. Employees of the service provider will not be considered to be an employee of Gordon County. Workers compensation and any other insurance obligations to its employees will be the sole responsibility of the service provider.

q. In all cases, the Gordon County Sheriff or his designee must approve all on-site vendor employees. The Sheriff or his designee may also require that an employee be moved from the facility without stating cause. No vendor employee will be allowed entry into the Jail without prior approval by Jail Command Staff.

r. Every effort shall be exercised to hire qualified existing kitchen staff.

s. Each Vendor employee working at the Gordon County Jail must attend a orientation and security class provided by the Gordon County Sheriff’s Office

t. If a dispute arises regarding the menus, nutritional values provided, calories served and/or quality of the food served, the vendor shall be obligated to publicly defend the menus served and/or quality of the food served to the inmate population.

u. The vendor shall prepare meals as requested by the Sheriff or his designee as needed during natural disasters. The cost per meal shall be mutually agreed upon.

v. The vendor is required to provide and maintain a current contact list with telephone numbers of the vendor management team to the Gordon County Sheriff’s Office. The vendor is required to immediately notify the Gordon County Sheriff’s Office of any change of ownership of the vendor.

w. The Vendor is required to notify the Gordon County Sheriff’s Office of loss or damage to County owned property. The vendor may be held responsible for intentional damage or flagrant neglect to county property.

9.0 General Vendor Information

To be considered for award of this contract, the vendor must meet the following minimum qualifications:

1) The vendor must be organized for the purpose of providing institutional and/or volume food service, and must have (2) years previous correctional feeding experience with proven effectiveness in administering large scale corrections food service programs. Special consideration will be given to vendors which are currently performing correctional food service in the State of Georgia. Vendors having ongoing corrections operations in the State of Georgia are considered preferable for emergency staffing possibilities.

2) The vendor must have qualified and trained staff with sufficient back-up personnel. Routine response time by management must be less than four

(4) hours.

3) The vendor must have central office capability to supervise and monitor the program ensuring satisfactory provisions of services.

Vendor shall be required to submit a performance bond the amount to be negotiated during the contract negotiation phase of this process.

Other:

The successful proposing Vendor shall not assign or transfer any interest in the contract or subcontract any part of the contract without prior written approval from the County.

The vendor shall be ready with sufficient staff to start this project no later than July 1, 2024.

Vendor is to provide references detailing a minimum of 3 similar installations within the past 4 years.

Vendor is to review and be familiar with the enclosed proposal specifications.

Failure to review the specifications will not relieve the successful vendor of an obligation to furnish all products, services and labor necessary to carry out the provisions of the contract.

The signer of the Bid must declare that the Bid is in all respects fair and in good faith without collusion or fraud and that the signer of the Bid has the authority to bind the principal proponent.

10.0 Proposal Response Requirements

Company Name: ___________________________________________

Authorized Bidder: ___________________________Date _______________

The Bid response should be in the following order. Tabs for each Section must be provided. This sheet shall be the first page of your response followed by each of the Sections.

Deviation from the specified format below may disqualify the vendor’s submission. Check off each of the following to ensure your response is complete.

Section 1 - Completed Bid Summary Sheet or Sheets as required

Section 2 - Completed List of Deviations Sheet

Section 3 –

a. Company Profile

(i) Date organized to provide food service management in institutional and correctional facilities.

(ii) Corporate background and depth of support - number of employees -number of years doing business

(iii) Describe current contracts or business with other correctional food service facilities:

- client

- date of original contract

- type

(iiii) Facilities currently accredited by State or Federal Accreditation Board -name of facility - accrediting agency - list all

b. One copy of the latest published annual report for the company.

c. A list of all current food service contracts with the following information: client, contact person, address, telephone number of contact, type and size of facility, type of food service operation, date of original contract. Special consideration will be given to vendors having as a current reference a facility close in size and population and geographically close to the Gordon County Jail.

d. Company achievements/awards in providing correctional food service management.

e. Corporate office organization/business structure.

f. Statement of any previous, existing, or pending litigation of the company.

Section 4 – Operational requirements - All proposals must clearly define:

a. Procedures for meal delivery to the inmates and staff.

b. Quality and inventory control methods and standards.

c. Procedures for providing safe, sanitary and secure foodservice management, including direction of staff.

d. Procedures for dealing with inmate/staff complaints about food and minimizing the potential for inmate litigation.

e. Specifications and procedures that will be adhered to for the safe and sanitary handling and provision of all food products.

f. Any additional equipment necessary for efficient food service operation.

g. All proposals must meet or exceed existing grades and quality of food service being provided in the jail.

h. Procedures for weekly billing/meal cost analysis and weekly inventory of food supplies. Records must be maintained on site and available for inspection at all times.

i. Vendor’s procedures to provide all food supplies for inmates and staff.

j. Vendor’s operational procedures for handling food service should on-site kitchen facilities be rendered unusable through fire, etc.

k. Insurance: Vendor shall provide types of insurance and limits as required by Gordon County.

l. Policies and Procedures: The proposal shall include the method the vendor will follow in establishing and revising food service policies and procedures with the approval of the County.

Section 5 - Listing of any consultant, contract service providers or subcontractors that are not part of the proposing company and their relevant experience in regard to this food service bid.

Section 6 - A four-week sample menu for pricing option number 1, complete with nutritional analysis. No proposal will be considered that doesn’t provide the menu upon which the cost of this service is calculated together with the “as served” portion sizes of each menu item, including 3rd meal per day for inmate workers. The vendor must provide the proposed calorie count per day and the source used as to the proposed calorie count per day.

Section 7 -The vendor shall include in the proposal its policies for serving special meals on holidays for inmates and staff. Proposed menus shall be identified. All such meals will be provided at contract rates. Four (4) holiday meals shall be provided annually, including Easter, Thanksgiving, Christmas and New Year holidays.

Section 8 - References (3) from customers purchasing similar services from you within the last 3 years. Include Description of Service, Contact Name, Company Name and Address and Current Phone number of customer

Section 9 - Completed Acceptance of Terms of this Agreement Sheet.

Completed Non-Collusion Affidavit

11.0 Bid Pricing Summary

Vendors will prepare meals onsite at the Gordon County Jail facility. No Gordon County Jail employees will be assigned to the kitchen. On-site employees of the vendor shall be trained by the vendor to supervise inmate workers. Inmate workers from the Gordon County Jail will assist in food preparation, cleaning, unloading deliveries/stock, etc. A sufficient number of inmate workers will be assigned to these duties. Jail staff will be responsible to serve meals to inmates. The vendor bid shall comply with all conditions of this bid document, paying particular attention to Scope of Work, General Vendor Information, Payment Terms, and Terms and Conditions.

Cost 1 - Provide a cost per meal, this includes the inmate breakfast and inmate dinner meal.

Cost 2 - Provide a cost per meal for inmate workers lunch meal. This will be a cold lunch pack out and will be a 3rd meal over and above the standard breakfast and dinner meals.

Cost 3 -. Provide a cost per meal for inmate medical snacks.

Cost 4 -. Provide a cost per meal for Jail Staff meals

Terms of vendor contracts run from July 1 to June 30 annually and renewable annually for the same time period. Requests for changes in the contract must be presented in writing no later than February 1st of each year.

No fuel, transportation or other charges shall be added as part of this service. The price bid is the delivered price. No automatic consumer price index or other automatic increases will be accepted. The food service contract can be canceled by either party with a 90 written notice for any reason.

12.0 List of Deviations

Deviations _____ (Y/N)

If yes detail deviations

13.0 Terms and Conditions

The successful vendor shall submit the following items within ten calendar days of written notification from the county of the proposal award:

■ Proof the Vendor is an authorized corporation and is authorized to do business in the State of Georgia.

■ Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1) – E-Verify Form

■ Written certification that the Vendor operates a drug-free workplace in accordance with O.C.G.A. 50-24-1 through 50-24-6 (form provided by county).

■ Workman’s Compensation Insurance documentation of at least $1,000,000

■ Liability Insurance documentation of at least $1,000.000

■ There are no expressed or implied obligations for Gordon County to reimburse responding companies for any expenses incurred in preparing proposals in response to this bid.

■ The county reserves the right to request clarifications regarding information submitted as well as request additional information from one or more parties submitting qualifications.

■ By submitting qualifications, the party certifies that it has fully read and understood this bid, has reviewed the attached documents (if any), and has full knowledge of the nature, scope, quantity and quality of the work to be performed; the requirements of the products and services to be provided and the conditions under which the services are to be performed. Failure to do so will not relieve the successful proposing company of their obligation to enter into a contract and to completely perform the contract in strict accordance with this bid.

■ No proposals may be withdrawn or revoked for a period of 60 days after date of opening.

■ Ownership of all data, materials, and documentation prepared for and submitted in response to this bid shall belong exclusively to Gordon County and will be considered a public record and subject to public inspection in accordance with the

Georgia Open Record Act, O.C.G.A. 50-18-70 et. seq. unless otherwise provided by law.

■ The Gordon County Board of Commissioners reserves the right to reject any or all proposals, call for new proposals, to waive any informalities in a proposals, and to select the qualified parties. The Gordon County Board of Commissioners reserves the right to accept, reject, and/or negotiate any and all proposals or parts of proposals deemed by the Board to be in the best interest of citizens of Gordon

County.

■ This bid shall be governed in all respects by the laws of the State of Georgia and the successful proposing parties shall comply with all applicable federal, state, and local laws and regulations.

■ By submitting their qualifications, all proposing parties certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other person or party in connection with their proposals, and that they have not conferred on any Gordon County employee having official responsibility for this procurement transaction of any payment, loan, subscription, advance, deposit of money, services, or anything of value of more than nominal value, present or promise, unless consideration of substantially equal or greater value was exchanged.

■ The proposing parties specifically certify in submitting their proposals that they are not in violation of O.C.G.A. 16-10-2 and 16-10-22 for acts of bribery, and/or conspiracy in restraint of free and open competition in transactions with state or political subdivisions.

■ By submitting their qualifications, all proposing companies certify that they are not currently debarred from submitting bids or proposals on contracts by any agency of the State of Georgia and/or the federal government, nor are they an agent of any person or entity that is currently debarred from submitting bids on contracts by any agency of the State of Georgia or the federal government.

14.0 Forms

14.1 Acceptance of Terms of this Agreement

Name of Proposer:

Contact Person:

Address:

City/State/Zip:

Telephone: __________________________Fax: _________________________

E-mail: __________________________________________________________

Authorized Signature ________________________Title: ___________________

Name Printed: _____________________________ Date: __________________

It is agreed by the above signed proposer that the signature and submission of this proposal represents the proposer’s acceptance of all terms, conditions, and requirements of the proposal specifications and, if awarded, the proposal will represent the agreement between the parties.

The proposer agrees that the cost of any work performed, materials furnished, services provided, or expenses incurred, which are not specifically delineated in the proposal documents, but which are incidental to the scope, intent, and completion of this contract, shall be deemed to have been included in the prices for the various items scheduled.

14.2 Non-Collusion Affidavit of Prime Proposer

STATE OF ______________________ COUNTY OF __________________

I _______________________, being first duly sworn, depose and say that;

He is __________________________of________________________, the proposer that has submitted the attached proposal;

He or she is fully informed respecting the preparation and contents of the attached proposal and of all pertinent circumstances respecting such proposal; Such proposal is genuine and is not a collusive or sham proposal; Neither the said proposer nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has in any way colluded, conspired, connived, or agreed, directly or indirectly with any other proposer, firm or person to submit a collusive or sham proposal in connection with the contract for which the attached proposal has been submitted or to refrain from proposing in connection with such contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other proposer, firm or person to fix the price or prices in the attached proposal or of any other proposer, or to fix any overhead, profit, or cost element of the proposal price or the proposal price of any other proposer, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against the Gordon County Board of Commissioners or any person interested in the proposed contract; and

The price or prices quoted in the attached proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

Proposer: ________________________________________________________________

By: ___________________________________________________________________

Name Printed: __________________________________________________________

Title: ______________________________________________________ ___________

Date: _________________________________________________________________

Subscribed and sworn to me this __________ day of ______________________, 20_____.

NOTARY PUBLIC: _______________________________________________________

Commission Expires: _____________________________________________________