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ROCKDALE COUNTY FINANCE DEPARTMENT

PROCUREMENT OFFICE

958 Milstead Avenue

CONYERS, GA 30012

770-278-7552

RFP No.24-08

INTRODUCTION:

Rockdale County is requesting Competitive Sealed Proposals for the Food Services for the Rockdale County Jail. Instructions for preparation and submission of a proposal are contained in this packet. Proposals must be typed or printed in ink.

Rockdale County provides equal opportunity for all businesses and does not discriminate against any person or business because of race, color, religion, sex, national origin, handicap, or veterans’ status. This policy ensures all segments of the business community have access to supplying the goods and services needed by Rockdale County.

PURCHASING CONTACT FOR THIS REQUEST:

All questions concerning this RFP and all questions arising subsequent to award are to be addressed to the Purchasing Division via email to Adrienne Brown, at Adrienne.m.brown@rockdalecountyga.gov or the following address:

Rockdale County Finance Department Purchasing Division

Attn: Adrienne Brown 958 Milstead Avenue Conyers, GA 30012

Phone: (770) 278-7557, Fax: (770) 278-8910 E-mail: Adrienne.m.brown@rockdalecountyga.gov

To maintain a “level playing field”, and to assure that all proposers receive the same information, proposers are requested NOT to contact anyone other than the contact above until after the award of the contract. Doing so could result in disqualification of the proposer.

PROPOSAL COPIES FOR EVALUATION:

Technical Proposal:

One (1) hard copy, one (1) original hard copy, and one (1) USB Flash Drive in Adobe PDF format will be required for review purposes. (Original must be clearly marked “Original” and the Copies clearly marked “Copies.”). Flash Drives that are blank or have incorrect information on them will not be acceptable and may be justification for disqualification. Check your Flash Drive(s) to ensure that they have the appropriate material on it before submitting.

Price Proposal:

One (1) hard copy of the price proposal form is required to be submitted in a separate sealed envelope labeled “Proposal Form”. A copy of the Proposal Form must also be included on the USB Flash Drive.

CONTRACT TERM:

The Contract Term will be Twelve Months with an option to renew four (4) additional one-year terms.

Because this contract contains four (4) renewal periods and the price of materials is subject to change from year to year, it is appropriate to allow the Contractor to offer price increases prior to the renewal of the contract for the following year. Therefore, 90 days prior to the end of the contract, the Contractor will advise the County in writing of their desire to renew the contract and will provide the County with an updated price list (this should be the same price list from the original bid with any necessary additions that became evident during the previous year's operations). The County will review the price increases and if necessary, negotiate with the Contractor to finalize pricing. Once both parties have agreed to the contract extension pricing, the County will prepare an Amendment to the original contract outlining the extension period, the new pricing that has been approved by both parties, and any other changes to the contract that become necessary to improve the operational effectiveness of the Agreement.

mailto:Adrienne.m.brown@rockdalecountyga.gov

DUE DATE:

Sealed proposals will be received at the Rockdale County Finance Department, Procurement Division, 958 Milstead Avenue, Conyers, GA 30012 no later than 2:00 P.M., local time, Thursday, January 16, 2025.

Proposals received after this time will not be accepted.

PRE-PROPOSAL CONFERENCE:

There will be a MANDATORY Pre-Proposal Conference held at Rockdale County Jail, 911 Chambers Dr., Conyers, GA 30012, at 2:00 p.m., local time, Monday, January 6, 2025. Prime bidders who arrive more than 5 minutes after start of time of the meeting (as stated in the solicitation and by the Procurement representative’s watch) or after the discussion portion of the meeting (whichever comes first) may not be permitted to submit a bid on the project. Any questions and/or misunderstandings that may arise from this RFP may be asked and answered at the pre-proposal conference; however, oral responses are not authoritative. Proposers are encouraged to review the RFP before attending the pre-proposal conference. Questions received after the pre-proposal conference must be submitted in writing to Adrienne.m.brown@rockdalecountyga.gov or at the above address. Any contractor who intends to submit a proposal is required to attend this meeting.

QUESTIONS AND CLARIFICATIONS:

All questions and requests for clarifications concerning this RFP must be submitted to the Purchasing Division via email to Adrienne.m.brown@rockdalecountyga.gov no later than 2:00 p.m., local time, on Thursday, January 9, 2025. It shall be the proposer’s responsibility to seek clarification as early as possible prior to the due date and time. Written responses from the County to the questions it receives will be in an addendum and posted to the County’s website at www.rockdalecountyga.gov, under Bid Opportunities. Questions or requests for clarifications received after this deadline will not receive a response.

ADDENDA:

Answers to questions submitted that materially change the conditions and specifications of this RFP will be issued in an addendum and posted to the County’s website at www.rockdalecountyga.gov Bid Opportunities. Any discussions or documents will be considered non-binding unless incorporated and issued in an addendum.

It is the proposer’s responsibility to check the Rockdale County website at www.rockdalecountyga.gov, Bid Opportunities for any addenda that may be issued, prior to submitting a proposal for this RFP.

QUANTITIES

The quantities listed in the Proposers Response Schedule are provided as an estimate for proposal purposes.

The County will not be obligated to quantities beyond actual needs.

LOCAL VENDOR PREFERENCE POLICY

The Rockdale County Board of Commissioners adopted a Local Vendor Preference Policy on March 26, 2013.

The policy will apply to all qualified Invitations to Bids and Request for Proposals after May 1, 2013. The Local Vendor Preference Policy allows Rockdale County vendors to get an extra 5 points on the evaluation criteria scoring for Request for Proposal. The Policy will give the local bidder the opportunity to match the price of a non-local vendor’s bid price if they are low and within 5% of the low bidder’s price on Invitation to Bids. A copy of the Policy may be downloaded from the County website at www.rockdalecountyga.gov Bid Opportunities.

The Local Vendor Preference Policy: will _ / will not ______ apply to this RFP.

EQUAL BUSINESS OPPORTUNITY POLICY: (If applicable) This RFP qualifies for Rockdale County Government EBO program. For questions regarding the EBO program, please contact Stacey Bonner Lewis at stacey.lewis@rockdalecountyga.gov or 770-278-7543.

http://www.rockdalecountyga.gov/ http://www.rockdalecountyga.gov/ http://www.rockdalecountyga.gov/ http://www.rockdalecountyga.gov/ mailto:stacey.lewis@rockdalecountyga.gov

ENERGY EFFICIENT, RECYCLING, AND WASTE REDUCTION PURCHASING POLICY

Policy #R-2015-08 includes the following language:

The Rockdale County Board of Commissioners only purchases energy star rated equipment and appliances that are economically responsible and reduce resource consumption and waste within federal, state, and local laws. The County will only purchase recycled copy, computer, and fax paper with at least 30 percent recycled content.

A copy of the policy may be viewed and downloaded by visiting the website at www.rockdalecountyga.gov Bid Opportunities and scrolling down to the bottom of the page.

QUALIFICATIONS OF OFFERORS:

Proposers must have a current business license from their home-based jurisdiction and provide a copy of that license with the submittal of their proposal response.

Proposals from any offeror that is in default on the payment of any taxes, license fees, or other monies due to Rockdale County will not be accepted.

Any contractor submitting a Proposal must complete the Contractor’s Qualification Statement and Questionnaire if provided in this package.

In evaluating Proposals, the County may seek additional information from any contractor concerning such contractor’s proposal or its qualifications to construct the Project.

Proposers are to submit at least three (3) references from projects with similar experience using the materials and process in this RFP.

DEBRIEFINGS:

In lieu of Post-Award debriefings, Rockdale County will provide the “Selection Package” at the time of the Selection Announcement (also referred to as the Announcement of Entering into Negotiations). The “Selection Package” will include the scores of phases for all firms who responded and will typically be provided as a PDF file and e-mailed.

FINANCIAL STABILITY

The Offeror will provide financial information that would allow proposal evaluators to ascertain the financial stability of the firm.

• If a public company, the Offeror will provide their most recent audited financial report.

• If a private company, the Offeror will provide a copy of their most recent internal financial statement, and/or a letter from their financial institution, on the financial institution’s letterhead, stating the Offeror is in good standing with that financial institution.

http://www.rockdalecountyga.gov/

SELECTION PROCESS

The Rockdale County Procurement Office and Evaluation Committee makes a recommendation for award. The Board of Commissioners will make the actual award of the contract and has the authority to award the contract to a company different than the company recommended by the Procurement Office and/or Evaluation Committee.

This is a past performance/quality/price trade-off source selection in which competing offeror’s past and present performance history and product quality will be evaluated on a basis approximately equal to price. Award will be made to the responsible offeror whose proposal represents the best value after evaluation in accordance with the factors listed below. Rockdale County Board of Commissioners may reject any or all proposals and to waive any technicalities or informalities if such action is in the county’s interest.

Rockdale County may evaluate proposals and award a contract without discussions with offerors. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a price and technical standpoint. The County reserves the right to conduct discussions if the County later determines them to be necessary.

Proposers will be evaluated based on the following criteria and may be called in for an interview.

The County intends to award the contract to the responsible and responsive contractor whose proposal is determined in writing to be the most advantageous to the County taking into consideration all of the evaluation criteria.

EVALUATION CRITERIA:

Offerors will be evaluated based on the following criteria and may be called in for an interview.

Respondents will have their submissions evaluated and scored. Submissions will be evaluated to assess the respondent's ability to provide anticipated services for Rockdale County. Rockdale County shall be the sole judge of the quality and the applicability of all statements of qualifications. Approach, scope, overall quality, local facilities, terms, and other pertinent considerations will be taken into account in determining acceptability.

Selection Committee shall evaluate and rank the statements of qualifications based on the following criteria:

• Qualification of Firm - Review of past performance on Rockdale County projects or other projects of similar nature and complexity as the proposed project; evaluation of client references whether included in the proposal response or not; overall responsiveness to Owner’s needs. Evaluation of the overall understanding of the scope of the proposed project; completeness, adequacy, and responsiveness to the required information of the RFP including the vendor’s demonstrated expertise in correctional food service; demonstrated ability to comply with ACA Standards for local detention facilities and attain ACA accreditation for food service; anti-theft procedures that shall be implemented to discourage theft and loss; and any exceptions or provisions to the RFP. (30%)

• Staffing and Qualifications– Evaluation of proposed levels of staffing and staff qualifications, including the rationale for proposed staffing levels. (30%)

• Financial Strength - Financial Stability of the top proposer(s) will be evaluated by the Finance

Department in the following areas: Liquidity Ratios (1 point); Financial Leverage Ratios (2 points);

Profitability Ratios (1 point); and whether an audited or reviewed Financial Statement is submitted with Proposal (1 point). A maximum of 5 points may be awarded. Proposers who receive a score of 2 points or less will not be considered for award. (15%)

• Cost - The proposed price per meal (25%)

INTERVIEWS

Interviews may be scheduled. Interviews will be informal and will provide respondents with an opportunity to answer any questions the selection team may have on a submission.

INSURANCE:

Before starting any work, the successful contractor must furnish to Rockdale County certificate(s) of insurance from companies doing business in Georgia. The Company shall maintain in full force and effect the following insurance during the term of the Agreement:

Coverages: Limits of Liability:

Workers’ Compensation Statutory Employers’ Liability $1,000,000.00 Bodily Injury Liability $1,000,000.00 each occurrence except Automobile $1,000,000.00 aggregate Property Damage Liability $1,000,000.00 each occurrence except Automobile $1,000,000.00 aggregate Personal & Advertising Injury Limit $1,000,000.00 Products / Completed Ops. $2,000,000.00 aggregate Automobile Bodily Injury $1,000,000.00 each person Liability $1,000,000.00 each occurrence Automobile Property Damage $1,000,000.00 each occurrence Liability

Professional Liability/General Liability $1,000,000.00

All insurance shall be provided by an insurer(s) acceptable to the County and shall provide for thirty (30) days prior notice of cancellation to the County. Upon contract award, Contractor shall deliver to the County a certificate or policy of insurance evidencing Contractor’s compliance with this paragraph. Contractor shall abide by all terms and conditions of the insurance and shall do nothing to impair or invalidate the coverage.

Rockdale, GA shall be named as Additional Insured under any General Liability, Business Auto and Umbrella Policies using ISO Additional Insured Endorsement forms CG 2010 or its equivalent. Coverage shall apply as Primary and non-contributory with Waiver of Subrogation in favor of Rockdale County, Georgia.

The insurance carrier must have a minimum rating of A or higher as determined by the rating firm A.M. Best.

Certificates must contain policy number, policy limits, and policy expiration date of all policies. The Request for Proposals (RFP) number and project name must be inserted in the Description of Operations section of the certificate.

Certificates are to be issued to:

Rockdale County, Georgia 958 Milstead Avenue Conyers, GA 30012

PERMITS:

The awarded contractor will be responsible for acquiring any permits that are required for this project/purchase.

Rockdale County will waive fees on all permits issued by Rockdale County.

AWARD OF CONTRACT

The Rockdale County Procurement Office and Evaluation Committee makes a recommendation for award. The Board of Commissioners will make the actual award of the contract and has the authority to award the contract to a company different than the company recommended by the Procurement Office and/or Evaluation Committee.

OPEN RECORDS

The contents of the proposals will not be made public until after an award and contract has been executed.

ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT OF 2011

Vendors submitting a Qualification package in response to this RFP must complete the Contractor Affidavit under O.C.G.A. §13-10-91(b)(1) which is provided with the RFP package to verify compliance with the Illegal Immigration Reform and Enforcement Act of 2011.

A. The form must be signed by an authorized officer of the contractor or their authorized agent.

B. The form must be notarized.

C. The contractor will be required to have all subcontractors and sub-subcontractors who are engaged to complete physical performance of services under the final contract executed between the County and the contractor complete the appropriate subcontractor and sub-subcontractor affidavits and return them to the County a minimum of five (5) days prior to any work being accomplished by said subcontractor or sub-subcontractor. Format for this affidavit can be provided to the contractor if necessary.

PIGGYBACKING

Rockdale County encourages and agrees to the successful bidder extending the pricing, terms and conditions of this solicitation or resultant contract to other governmental entities at the discretion of the successful bidder.

GENERAL INFORMATION

No proposals received after said time or at any place other than the time and place as stated in the notice shall be considered. No responsibility shall attach to Rockdale County for the premature opening of a proposal not properly addressed and identified.

WITHDRAWAL OF PROPOSAL:

A proposer may withdraw his proposal before the proposal due date, without prejudice to the proposer, by submitting a written request of withdrawal to the Rockdale County Procurement Office.

REJECTION OF PROPOSAL:

Rockdale County may reject any and all proposals and must reject a proposal of any party who has been delinquent or unfaithful in any formal contract with Rockdale County. Also, the right is reserved to waive any irregularities or informalities in any proposal in the proposing procedure. Rockdale County shall be the sole judge as to which proposal is best, and in ascertaining this, will take into consideration the business integrity, financial resources, facilities for performing the work, and experience in similar operations of the various proposers.

STATEMENT OF EXPERIENCE AND QUALIFICATIONS:

The proposer may be required, upon request, to prove to the satisfaction of Rockdale County that he/she has the skill, experience, necessary facilities and ample financial resources to perform the contract(s) in a satisfactory manner and within the required time. If the available evidence of competency of any proposer is not satisfactory, the proposal of such proposer may be rejected. The successful proposer is required to comply with and abide by all applicable federal and state laws in effect at the time the contract is awarded.

NON-COLLUSION AFFIDAVIT:

By submitting a proposal, the proposer represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or in behalf of any person not therein named, that the proposer has not directly or indirectly induced or solicited any other proposer to put in a sham proposal, or any other person, firm or corporation to refrain from proposing and that the proposer has not in any manner sought by collusion to secure to that proposer any advantage over any other proposer.

INTEREST OF:

By submitting a proposal, the proposer represents and warrants that a Commissioner, Administrator, employee, nor any other person employed by Rockdale County has, in any manner, an interest, directly or indirectly, in the proposal or in the contract which may be made under it, or in any expected profits to arise there from.

DOCUMENTS DEEMED PART OF THE CONTRACT:

The notice, invitation to proposers, general conditions, and instructions for proposers, special conditions, specifications, proposal, and addenda, if any, will be deemed part of the contract.

STANDARD INSTRUCTIONS

1. The instructions contained herein shall be construed as a part of any proposal invitation and/or specifications issued by Rockdale County and must be followed by each proposer.

2. The written specifications contained in this proposal shall not be changed or superseded except by written addendum from Rockdale County. Failure to comply with the written specifications for this proposal may result in disqualification by Rockdale County.

3. All goods and materials shall be F.O.B. Destination Conyers, Georgia and no freight or postage charges will be paid by Rockdale County unless such charges are included in the proposal price.

4. The following number, RFP No. 24-08, must be written clearly on the outside of each proposal envelope in order to avoid prior opening in error.

5. All proposals must be received and in-hand at proposal due date and time. Each proposer assumes the responsibility for having his/her proposal received at the designated time and place of proposal due date.

Proposals received after the stated time and date may be subject to rejection without consideration, regardless of postmark. Rockdale County accepts no responsibility for mail delivery.

6. Unless otherwise stated, all proposals submitted shall be valid and may not be withdrawn for a period of 120 days from the due date.

7. Each proposal form submitted must include the name of the business, mailing address, the name, title and signature of the person submitting the proposal. When submitting a proposal to Rockdale County the Proposal Form must be submitted in a separate sealed envelope labeled “Proposal Form”.

8. Rockdale County reserves the right to accept a proposal that is not the lowest price if, in the County's judgment, such proposal is in the best interest of the County and the public. The County reserves the right to reject any and all proposals.

9. Telephone, Emailed or Facsimile proposals will not be accepted.

10. No sales tax will be charged on any orders except for contracts that include construction materials being purchased through a third party.

i. Federal I.D. #58-6000882

ii. Sales Tax Exempt #308750008

11. If applicable, completed questionnaires must be signed manually. Rockdale County reserves the right to accept or reject any proposal on the basis of incomplete or inaccurate answers to the questionnaire.

12. If applicable, warranty information shall be provided.

13. Proposers shall state delivery time after receiving order.

14. Proposers shall identify any subcontractors and include an explanation of the service or product that they may provide.

Scope of Work:

A. INTRODUCTION:

Rockdale County is issuing this Request for Proposal for the purpose of providing complete food service to inmates, staff, and visitors at the Rockdale County Jail for the Rockdale County Sheriff’s Office.

B. OVERVIEW AND BACKGROUND:

The Rockdale County Jail is a modern detention facility located at 911 Chambers Drive, Conyers Georgia 30012. The Jail facility is designed to house 726 inmates. The contract is for an average daily population of the current inmate population of approximately 300 – 500 inmates. The number of staff and contractor meals is approximately 60 per day. The facility operates continuously twenty-four hours per day, three hundred sixty-five days per year. Numbers are included for planning purposes only and are not warranted for accuracy.

C. GENERAL PROPOSAL INSTRUCTIONS:

1. All documentation submitted as part of or with the proposal becomes the property of Rockdale County and will not be returned.

2. The Contractor shall respond to each requirement outlined in this RFP and in the same format as the RFP. In most instances, it shall be sufficient to affirmatively acknowledge agreement with the stated requirement. In the event the Contractor’s proposal differs from the requirements, the difference shall be specifically noted and explained.

3. The Contractor shall be required to comply with all applicable statutes regarding employment discrimination and will be required, as a part of the response, to clarify as follows:

a. The Contractor will not discriminate against any employee or applicant for employment because of race, sex, age, color, religion, national origin, or handicap, except where it is a bonafide occupational qualification reasonably necessary to the normal operation of the Contractor.

D. TERMINATION OF CONTRACT:

The contract, mutually agreed upon and entered into between the County and the selected Contractor, may terminate upon any of the following conditions:

1. Suspension of Jail Operation:

Should the governing authority responsible for the Jail cease operation of the institution for any reason, the contract shall become void at the option of the County.

2. Termination of Contract for Non-Performance:

The County may terminate the contract resulting from this solicitation at any time the Contractor fails to carry out the contract provisions, or, if in the opinion of the Sheriff or designee, the performance of the contract is unreasonably delayed, or the Contractor is violating the contract conditions. The County shall provide the Contractor with notice of any conditions that are hindering Contractor’s performance. If, after such notice, the Contractor fails to remedy such conditions within a reasonable time, not to exceed three (3) consecutive days, the County may, in writing and at its option, terminate the contract without further notice to the food service Contractor and order the contractor to stop work immediately and vacate the premises.

3. Termination/Disagreement as to Cost:

Meal cost may only be adjusted on the yearly anniversary dates of the contract and adjustments shall be based upon the Consumer Price Index and particular line items titled “Food”, and “Food, Feed, & Beverage” of the Consumer Price Index (CPI) or similar indicator of inflation approved by the County. The amount of any proposed increase along with supporting data shall be submitted by the Contractor, in writing, to the Jail by March 15th during the current term of this agreement and during any subsequent term for which it may be renewed. The County may accept, reject, or negotiate with the Contractor. In the event that an acceptable agreement cannot be reached or if the County declines to approve the increase, the contract shall automatically terminate on the anniversary date of such term.

4. Limitation of Local Debt:

In accordance with O.C.G.A. 36-60-13 (a) and Article 9, Section 5, Part I of the Georgia Constitution (1983), this contract shall terminate absolutely and without further obligation on the part of the County at the close of the initial term of this contract and at the close of each succeeding term for which it may be renewed.

5. Lack of Funding:

In accordance with O.C.G.A. 36-60-13 (b) (1) this contract will terminate immediately and absolutely at such time as appropriated funds and otherwise unobligated funds are no longer available to satisfy the obligations of Rockdale County.

E. DEFAULT:

Should the contractor at any time fail to comply with the conditions of the contract, fail to complete the required work, fail to furnish the required meals, or fail to supply the labor, materials, equipment, supervision and other things required of it in sufficient quantity and of required quality to perform the work with the conformity and diligence required, then in any such event, each of which shall constitute a default, the County shall have a right after providing contractor with notice of default and allowing contractor the opportunity to cure such default within three (3) consecutive days to exercise any one or more of the following remedies if the contractor fails to satisfactorily remedy such default:

1. Within the time stipulated in the contract, to purchase in the open market and deduct additional costs associated therewith from any money due or to become due the Contractor;

2. Complete or have completed the work, at the expense of the Contractor;

3. Call upon the surety to perform in accordance with the bond; and

4. Recover from the Contractor all losses, damages, penalties and fines, and reasonable attorney’s fees incurred by the County by reason or result of the Contractor’s default.

F. PROPOSAL FORMAT:

1. Cover Letter

Prepare and submit a cover letter of transmittal. Include the name, address, and telephone number of the primary representative to be contacted regarding your proposal.

2. Current Customers:

Provide a complete list of customers for whom food service is currently provided. This list shall contain a contact person’s name and phone number along with a brief description of the size and scope of services provided. If the account is a correctional facility, note whether or not the operation is National Commission on Correctional Health Care (NCCHC), or American Correctional Association (ACA) accredited.

3. References:

Provide a list of five (5) references (including company name, contact person, address, and current telephone number) for which the company has performed services that are similar in nature and scope to Rockdale County’s request.

4. Staffing Plan:

Submit a detailed staffing plan for the food service operation including a brief rationale.

Specifically, this plan shall identify the number of positions, shifts, duties, and qualifications of the personnel who will be employed in each job classification. A suggested, but not required, minimum-staffing plan by position, duty, and schedule is provided as Recommended Minimum Staffing Requirements. Any proposed variations to the suggested plan shall be thoroughly explained and justified.

A. The staffing proposal submitted by the selected Contractor will become part of the final contract and the Contractor will be required to maintain said level of staffing.

Failure to maintain the required staffing levels shall constitute a material breach of the Food Service Agreement. Failure to meet the accepted minimum staffing during the designated time periods shall constitute default on the part of the Contractor.

B. The Rockdale County Jail will utilize inmate labor for the purpose of plating inmate meals, cleaning inmate food trays, and general cleaning of the kitchen.

Inmates are forbidden from preparing food. A Jail employee will handle supervision of inmate labor for security purposes, but the Contractor will be required to provide proper training as to appropriate food handling and cleaning methods and supervision in the performance of these duties.

4. Litigation/Violations:

Provide a listing of all litigation in which the company was a party during the last five (5) years and any judgments during the last three (3) years. Provide a list of any health and safety violations for which the company has been sited over the past five (5) years.

5. Financial Stability

Provide a copy of the company’s two (2) most recent audited financial reports.

G. OPERATIONAL REQUIREMENTS:

1. Regulations:

The Contractor shall agree to comply with all statutes, ordinances, regulations, and requirements of federal, state, and local governing bodies applicable to the management/operation of this food service contract. This shall include obtaining and paying for all applicable licenses.

2. Inspections by the County:

The Sheriff or designated representative shall make facility inspections when deemed necessary, with or without advance notice to the Contractor. The facilities and equipment used in the contract shall not be used to prepare food for agencies or persons other than those designated under the proposal without advance written approval of the Sheriff or designee.

3. Inspections by Health Agencies:

The Contractor shall maintain kitchen facilities in such a condition that inspections by County and State health agencies achieve satisfactory or higher ratings. The Sheriff or designee reserves the right to inspect the kitchen facility for cleanliness and operation. Such inspections shall result in a written documentation of any deficiencies and the Contractor shall be provided a reasonable time frame for correcting said deficiencies.

4. Licenses and Permits:

The Contractor will secure and pay for all federal, state, and local licenses, permits, and fees required for the operation of food service to include employment taxes, provided for hereunder. The Contractor shall also be responsible for paying any sales/use taxes and/or personal property taxes on Contractor equipment, which are imposed upon the operation.

5. Pricing/Invoicing for Meals:

The Contractor will submit an invoice to the County on the first working day of each week, covering the preceding week, for meals ordered or served, whichever is greater. The price per meal charged to the County shall be described in the proposal and shall be guaranteed for one (1) year. The Contractor shall provide, at the standard cost per meal, meals conforming to special religious requirements;

physician ordered specifications or religious times/holidays. The price per meal agreed upon in subsequent renewal terms of the contract shall be guaranteed for one (1) year.

6. Food Service Supplies and Food Products:

The Contractor shall provide all consumable supplies, paper, plastic, sacks, Styrofoam clamshell meal trays, reusable plastic cups, flexible spoons.

and food products that are required for the food service operation and delivery to the inmates. The type of meal tray used is at the discretion of the Jail Commander or designee.

All such purchases shall be made in the Contractor’s name. The County reserves the right to request that a sample of all or certain specific items be submitted prior to contract execution. All items must be approved by the Jail Commander. The contractor will be required to keep a record of non-consumable items provided by them and submit this list and any modifications to the Jail Commander within 72 hours prior to the proposed change.

7. Sanitation:

The Contractor shall be responsible for cleaning the kitchen, the staff dining area, and any other area within the detention facility in which food is provided by the Contractor for special events. The Contractor shall provide all supplies/materials needed for sanitation and cleanup in the kitchen. The Contractor will be responsible for transporting all garbage and trash from the kitchen to the designated trash collection pickup area as determined by the Jail Commander. Garbage and trash will be deposited in the designated receptacle after each meal and not left in the kitchen areas, hallways, and loading dock area. The Rockdale County Jail elects to use inmate labor and such labor shall be provided to the Contractor for the purpose of sanitation, food service area clean-up, trash disposal and the plating-up of meals. The Contractor shall, however, be responsible for the cleaning of all small wares. Small wares are interpreted to mean any cutlery, silverware, serving utensils, and cooking utensils. The utilization of inmate labor does not, however, relieve the Contractor from their responsibility to cleanup food service areas. It shall remain the responsibility of the Contractor to meet all health standards and sanitation required in the food service operation. The Contractor shall not utilize flammable cleaning products.

8. Health of Vender Staff:

The Contractor will ensure that all employees assigned to duty at the Jail shall have appropriate health screening which must also include a Purified Protein Derivative (PPD - Tuberculosis) test prior to employment by the Contractor with a copy of the results maintained on site. If the employee tested positive, the employee will not be allowed to enter the facility until treated and/or tested for tuberculosis.

9. Equipment:

The Contractor shall return the food service premises and equipment to the County at the expiration of this contract. Both the premises and the equipment shall be in good working condition, except for that which may have been lost or damaged by fire, flood, or unavoidable occurrence 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 and providing that all damages and losses are reported to the County immediately upon discovery. A semi-annual inventory shall be submitted to the Jail Commander for all items covered by this paragraph. The County will pay for needed repairs caused by normal wear and tear. The County, at no charge to the Contractor, will replace equipment which in the opinion of the County has exceeded its useful life. If it is determined by the Sheriff or designee that the equipment used by the Contractor is found not to be in working order, due to other than fair wear and tear, the Contractor will be liable for the maintenance or replacement cost of the applicable equipment. The decision as to the suitability of the replacement shall be determined by the Sheriff or designee after consultation with the Contractor. The Contractor shall provide an inventory of all kitchen equipment and utensils to the Jail Commander prior to taking over responsibility for the operation of the kitchen. The inventory shall note any discrepancies found in the equipment and will be signed and dated by the Food Service Manager. The Jail Commander may elect to have a designated individual accompany the Contractor when the inventory and equipment evaluation is conducted.

10. Records:

The Contractor will keep full and accurate records of sales, meal counts and all other records in connection with food services for a minimum of three years. A copy of said records shall be supplied to the Jail Commander or designee on a monthly basis, on the first working day of the subsequent month or as required by the Jail Commander or designee. Records of substitutions shall include the items and portion sizes, the reason for the substitution and verification that a dietician has been consulted when appropriate. In addition, all records relating to the food service operation at the Rockdale County Jail shall be available for auditing by the County at any time during regular working hours.

11. Inventory:

For security purposes, the Contractor shall carefully control and supervise the use of kitchen utensils.

The Contractor agrees that all knives and kitchen utensils shall be counted and locked for safekeeping in accordance with policy and procedures provided to the Contractor by the Rockdale County. When out of locked storage, all knives will be attached to a cable secured to fixed kitchen furniture. Inventory shall be taken daily by the Contractor with the absence of any knives, or other utensils immediately reported to the Jail Commander or designee.

12. Meal Service under unplanned circumstances:

The Contractor will be required to provide food service in the event of lockdowns, riots, severe weather conditions, fire, power failure, labor strikes, ice storms, acts of God, or other events that would cripple the normal operations of its detention facilities, at no additional cost to the County. At a minimum, the Contractor must maintain an on-premises inventory sufficient to prepare and serve five (5) days of scheduled meals. The Contractor will be required to submit a County-approved contingency plan that will address this requirement within thirty (30) days of contract execution.

13. Keys:

The Contractor is responsible for control of keys obtained from Rockdale County and the security of those areas for which the keys are given. The Contractor shall be responsible for immediately reporting to the Jail Commander or designee all facts relating to any loss of keys or losses incurred as a result of break-ins to those areas. No keys to any part of the facility may be duplicated. All keys will be provided by the Rockdale County and made available at the beginning of the shift and turned in at the end of the shift. No keys shall leave the facility.

14. Additional Services:

The Contractor shall agree to provide any additional food services as mutually agreed upon between the County and the Contractor. Contractor to provide a coffee brewing machine and a Micro Market with items for purchase by jail employees provided at the contractor’s expense.

J. FOOD REQUIREMENTS

1. Standards and Dietary Guidelines:

In compliance with the minimum standards for local jails established by the American Correctional Association (ACA) and the National Commission on Correctional Healthcare (NCCHC), a Registered Dietician shall approve all meals. All meals served shall be in compliance with minimum dietary guidelines set by the ACA and the NCCHC. A semi-annual review will be conducted by a registered dietician in respect to any changes in nutritional standards with suggestions made to the Jail Commander or designated representative as to what meal items need to be changed. The Contractor will be required to submit a semi-annual review, conducted by a registered dietician for all approved meals served at this facility to the Jail Commander at a minimum of twice per year. The Food Service Director will have weekly meetings with the Jail Commander. Topics of discussion should include kitchen needs, maintenance, sanitation, special diets, staffing, and menu items/substitutions.

2. Meal Preparation:

The Contractor shall warrant that all meals will be served in a manner that makes them nutritious, wholesome, palatable, and visibly pleasing. The Jail Commander or designee shall, in their sole discretion, determine the Contractor’s compliance or non-compliance with this provision. If the Jail Commander or designated representative determines the meal does not meet the aforementioned requirements, then the meal shall be provided at no cost to the County. Such discretion shall not be unreasonably exercised. If exercised, the decision shall be reduced to writing and include a detailed description as to why the meal was rejected.

3. Meal Schedule:

No more than fourteen (14) hours shall pass between the dinner and breakfast meals. The meal schedule is at the discretion of the Jail Commander and is subject to change upon reasonable notice.

Contractor shall provide three full, nutritionally balanced meals each day at a regularly scheduled times as follows:

Breakfast (“HOT” MEAL) Start: 4:00 AM Lunch (“SACK” MEAL) Start: 9:00 AM – 11:00 AM Dinner (“HOT” MEAL) Start: Line starts at 3:00 PM

In addition, meals shall be made available for inmates who are not present at the facility when meals are scheduled to be service. This includes inmates assigned to work details, offsite for court, late “book-ins” or transport reasons or inmates received at the facility within two hours of the meal is scheduled to be served.

4. All meals are prepared in the facility’s equipped kitchen.

5. Raw Food:

a. The following are the minimum specifications for raw food; higher but not lower grades can be purchased. Contractor will use commodities as much as possible.

b. Beef, Veal and Lamb shall be of at least USDA Choice.

c. Ground Beef-utility or better, not to exceed 25% fat.

d. Poultry shall be of at least USDA Grade A.

e. Canned fruits and vegetables shall be of at least USDA Grade C.

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

g. Fresh produce shall be of at least USDA No. 2.

h. Dairy products shall be of at least USDA Grade A.

i. Eggs shall be at least USDA Grade A Medium.

j. Frozen fish and seafood must be a nationally distributed brand, packed under continuous government inspection, USDA Grade A.

6. Commodities:

Contractor agrees to assist the Rockdale County in securing surplus food items when minimum quality standards are satisfied and when costs of a given surplus item are less than that available to the Contractor. If surplus food is used, the Contractor agrees to fully utilize all appropriate surplus food commodities obtained by Rockdale County from the US Department of Agriculture. Commodities should not be used in calculating meal prices. The difference between the cost of the commodities received for each month and current market cost for such commodities shall be applied as a credit and applied to the next invoice to Rockdale County. Contractor shall follow all record keeping requirements of the USDA for purchasing surplus food.

7. Meal Standards:

All Meals shall meet current Recommended Dietary Allowances (RDA) requirements. Menus shall provide an average of 2,900 calories per day. Food will be served fresh, in a reasonable variety and at appropriate temperatures. Portion sizes shall be specified on the proposed menus as serving (cooked) weight unless otherwise specified. A “Dead-Man's Tray” will be kept on every meal for Seventy-two hours.

8. Food Inventory:

Contractor shall be responsible for purchasing and receiving all food necessary for preparation of each meal in sufficient quantity to meet the needs of inmates and staff during the period of the contract. The Contractor must maintain, at a minimum, a 5-day supply of foodstuffs on site. All inventories shall be rotated regularly, and the Contractor shall ensure that the food items are not served after the manufacturer's expiration date. Contractor shall retain ownership of such inventory.

9. Meal Counts:

The Rockdale County Jail will order inmate meals, staff meals, special diet meals and sack meals.

However, the Contractor shall prepare sufficient additional meals in the event of newly arrived inmates.

10. Pre-plating:

Meals shall be portioned on trays in the kitchen and placed in a cart in the staging area. Inmate workers will deliver the carts with trays and beverages to the housing units. If the pre-plating is done by inmate workers, it shall be under the direct supervision of food service staff.

11. Jail Staff Meals:

The Contractor will include two options for staff meals upon mutual agreement with the Jail Commander. A combination of these options may be used. Option 1, seven days per week the Contractor will offer a short order staff menu for selection of at least five mutually agreed upon food items and include a beverage for each meal served. Option 2, the Contractor will provide a mutually agreed upon buffet style hot meal for staff daily. There are approximately one hundred and twenty (120) full time staff at the facility. Staff meals shall be charged at a different rate than inmate meals. Bidders shall indicate the type of service proposed for the staff.

12. Sack Meals:

Contractor shall provide sack lunches as needed. Sack lunches can be ordered for staff and/or inmates that cannot eat during regular mealtimes anytime the kitchen is open. Sack lunches will consist of, at minimum, two sandwiches, 1 piece of fruit, chips or similar item, desert, and a beverage.

Contractor shall vary sack meal items to avoid repetition. Contractor shall submit a sample one-week sack meal menu with the proposal. The average sack meals will be determined.

13. Menu Cycle:

The menu cycle will be four (4) weeks minimum and will be submitted for Rockdale County Jail approval at least 30 days in advance. Contractor shall submit, as part of its proposal, the proposed menu cycles to be served. The contracting officer reserves the right to request that the order of the menu be rearranged, and that like or similar items be substituted if the need shall arise or if commodity is available. A dietician shall review the contents of all menus to ensure their proper nutritional balance.

14. Recipes:

Where combination foods are on the menu, the Contractor shall have a file containing the recipe that provides the list of ingredients and their quantities; also, the number of servings and the size of each serving. Recipes for the Menus shall be maintained on-site.

15. Substitution:

Any substitution to the established menus shall be verified in advance with a dietician to determine the appropriateness of those substitutions.

16. Special Diets meals:

The Contractor shall provide special medical, religious, and vegetarian diets at no additional charge.

Special medical diets will be provided at the prescription of the contracted medical provider for the facility. An Alternative Safety Diet will be provided upon prescription by medical. This diet shall be served three times a day for the time specified. Snacks provided with the meal are to be included in the price per meal. A dietician shall review the contents of such meals to ensure their proper nutritional balance.

17. Holiday/Spirit Lifter Meals:

The Contractor is expected to provide, at no additional charge, a minimum of five (5) Holiday/Spirit

Lifter Meals annually. These special meals will include Easter, Thanksgiving, Christmas, and New Year’s. The menu must be submitted to the Jail Commander at least five (5) days prior for approval. A copy of the proposed menus is to be included in the Proposal.

18. Special Event Meals:

The Contractor shall provide catered meals for special events as designated by the Sheriff or designee with no less than seventy-two (72) hours’ notice. The cost per meal shall be mutually agreed upon by the Contractor and the County.

19. Quality of Meals:

Should the contractor supply a meal that is considered to be unsatisfactory by the below-enumerated standards, the meal will be at no cost to the County. A meal will be considered to be unsatisfactory when it is not served at the proper temperature, the portion amount is not as agreed to in the contract, the service of the meal is unreasonably delayed due to actions or inaction by the contractor or their representatives, or any combination of these conditions. The determination of whether a meal is satisfactory is at the sole discretion of the Jail Commander or designee.

20. Quality of Food Products:

The Jail reserves the right to reject any food items which do not comply with the standards set forth in the RFP and subsequent contract.

No food will be prepared other than as stated in the contract unless otherwise approved, in advance and in writing, by the Jail Commander or designated representative.

The Contractor is required to furnish fresh coffee for the facility staff on a twenty-four (24) hour…