4-RFP No. 25-0048-4. Food Services for the Chatham County Detention Center.pdf

RFP NO. 25-0048-4

Chatham County Purchasing &

Contracting Department 1117 Eisenhower Drive, Suite C, Savannah, Georgia 31406

(912) 790-1618

REQUEST FOR PROPOSALS

RFP No. 25-0048-4

ANNUAL CONTRACT TO PROVIDE FOOD SERVICES FOR

THE CHATHAM COUNTY DETENTION CENTER

MANDATORY ON-SITE PRE-PROPOSAL CONFERENCE:

10:30 A.M., JUNE 12, 2025

PROPOSALS RECEIVED BY: 5:00 P.M., JUNE 30, 2025

CHATHAM COUNTY, GEORGIA

OFFICE OF THE PURCHASING DIRECTOR

1117 EISENHOWER DRIVE, SUITE C

SAVANNAH, GEORGIA 31406

(912) 790-1618

DATE: June 3, 2025 RFP NO.: 25-0048-4

GENERAL INFORMATION FOR REQUEST FOR PROPOSALS

This is an invitation to submit a proposal to supply Chatham County with services as indicated herein. Proposals shall be submitted on-line on the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal up to 5:00 P.M., JUNE 30, 2025. The

Purchasing Director reserves the right to reject any and all proposals and to waive formalities.

Instructions for preparation and submission of a qualification proposal are contained in the Request for Proposal package. Please note that specific forms for submission of a proposal are required.

Any changes to the conditions and specifications must be in the form of a written addendum to be valid; therefore, the Purchasing Director will issue a written addendum to document approved changes. For good and sufficient reason, up to 24 hours before the advertised deadline, the County may extend the response schedule. An addendum will be issued setting forth the new date and time.

A MANDATORY ONSITE PRE-PROPOSAL CONFERENCE has been scheduled to discuss the specifications and to resolve any questions and/or misunderstanding that may arise.

The PRE-PROPOSAL conference will be held on JUNE 12, 2025, at 10:30AM, in the Media

Room at the Chatham County Sheriff Office, 1050 Carl Griffin Drive, Savannah, GA 31405.

Your company must be represented at this conference to submit a bid. To check for all project updates and any PRE-PROPOSAL updates:

https://chathamcountyga.bonfirehub.com/portal.

Chatham County has an equal opportunity procurement policy. Chatham County seeks to ensure that all segments of the business community have access to providing services needed by County programs. The County affirmatively works to encourage utilization of disadvantaged and minority business enterprises in our procurement activities. The County provides equal opportunity for all businesses and does not discriminate against any persons or businesses regardless of race, color, religion, age, sex, national origin or handicap. The County expects its contractors to make maximum feasible use of minority businesses and qualified minority employees. The terms

"disadvantaged business", "minority business enterprise", and "minority person" are more https://chathamcountyga.bonfirehub.com/portal specifically defined and explained in the Chatham County Purchasing Ordinance.

SECTION I

INSTRUCTIONS TO PROPOSERS

1.1 PURPOSE: The purpose of this document is to provide general and specific information for use in submitting a qualification proposal to supply Chatham County with services as described herein. All proposals are governed by the Code of Chatham County, Chapter 4, Article IV, and the laws of the State of Georgia.

1.2 HOW TO PREPARE PROPOSALS: All proposals shall be:

A. Proposers are encouraged to carefully review all provisions and attachments of this document prior to submission. Each proposal constitutes an offer and may not be withdrawn except as provided herein.

1.3 HOW TO SUBMIT PROPOSALS: All proposals shall be:

A. Submitted on-line on the County’s procurement portal at:

** In submitting their proposal, the proposer certifies that he/she has carefully read all related Request for

Proposal documents and agrees to comply with all provisions.

B. If a proposer is unable to submit their proposal on-line, they should notify the procurement contact for the solicitation at least one week prior to proposals being due to receive instructions. The County is seeking to conduct all solicitations on-line. The phone number for Purchasing and Contracting is 912-790-1618.

1.4 HOW TO SUBMIT AN OBJECTION: Objections from Offerors to this Request for

Proposals and/or these specifications should be brought to the attention of the County

Purchasing Director in the following manner:

A. When a pre-proposal conference is scheduled, the Proposer may object in writing any time prior to or at the pre-proposal conference.

B. When a pre-proposal conference is not scheduled, the Proposer shall object in writing not less than five (5) days prior to the Date for submission.

C. The objections contemplated must pertain to both form and substance of the

Request for Proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this Request for Proposal.

1.5 ERRORS IN PROPOSALS: Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Proposer's own risk.

1.6 STANDARDS FOR ACCEPTANCE OF PROPOSERS FOR CONTRACT AWARD:

The County reserves the right to reject any or all Proposals and to waive any irregularities or technicalities in Proposals received whenever such rejection or waiver is in the best interest of the County. The County reserves the right to reject the Offer of a Proposer who has previously failed to perform properly or complete on time contracts of a similar nature, whom investigation shows is not in a position to perform the contract.

1.7 PROPOSER: Whenever the term "Proposer" is used, it shall encompass the "person", "business", "firm", or other party submitting a proposal to Chatham County in such capacity before a contract has been entered into between such party and the County.

1.8 COMPLIANCE WITH LAWS: The Proposer shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State or County statute, ordinances and rules during the performance of any contract between the Proposer and the County.

Any such requirement specifically set forth in any contract document between the Proposer and the County shall be supplementary to this section and not in substitution thereof.

1.9 CONTRACTOR: Contractor or subcontractor means any person, firm, or business having a contract with Chatham County. The Contractor of goods, material, equipment or services certifies that the firm will follow equal employment opportunity practices in connection with the awarded contract as more fully specified in the contract documents.

1.10 DEBARRED FIRMS AND PENDING LITIGATION: Any potential proposer/firm listed on the Federal or State of Georgia Excluded Parties Listing (Barred from doing business) will not be considered for contract award. It is the proposer’s responsibility to inform the County should the proposer/firm be placed on the Federal or State of Georgia

Excluded Parties Listing during the proposal process. Proposers shall disclose any record of pending criminal violations (Indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years. Any proposer/firm previously defaulting or terminating a contract with the County will not be considered. Successful proposers with whom the County enters into a contract with for goods or services will notify the County if they become debarred during the course of the contract.

** All bidders or proposers are to read and complete the Disclosure of Responsibility

Statement. Failure to do so may result in your solicitation response being rejected as non-responsive.

Bidder acknowledges that in performing contract work for the Board, bidder shall not utilize any firms that have been a party to any of the above actions. If bidder has engaged any firm to work on this contract or project that is later debarred, Bidder shall sever its relationship with that firm with respect to Board contract.

1.11 PERFORMANCE EVALUATION: On April 11, 2008, the Chatham County Board of

Commissioners approved a change to the County Purchasing Ordinance requiring

Contractor/Consultant Performance Evaluations, at a minimum, annually, prior to contract anniversary date.

Should Contractor/Consultant performance be unsatisfactory, the appointed County

Project Manager for the contract may prepare a Contractor/Consultant Complaint Form or a Performance Evaluation to the County Purchasing Director.

SECTION II

PROPOSAL CONDITIONS

2.1 SPECIFICATIONS: Any obvious error or omission in specifications shall not inure to the benefit of the bidder but shall put the Proposer on notice to inquire of or identify the same to the County.

2.2 MULTIPLE PROPOSALS: No Proposer will be allowed to submit more than one offer.

Any alternate proposals must be brought to the Purchasing Director's attention during the

Pre-proposal Conference or submitted in writing at least five (5) days preceding the date for submission of proposals.

2.3 OFFERS TO BE FIRM: The Proposer warrants that terms and conditions quoted in his offer will be firm for acceptance for a period of sixty (60) days from bid date submitted, unless otherwise stated in the proposal. When requested to provide a fee proposal, fees quoted must also be firm for a sixty-day period.

2.4 COMPLETENESS: All information required by the Request for Proposals must be completed and submitted to constitute a proper proposal.

2.5 LIABILITY PROVISIONS: Where Proposers are required to enter or go into Chatham

County property to take measurements or gather other information in order to prepare the proposal as requested by the County, the Proposer shall be liable for any injury, damage or loss occasioned by negligence of the Proposer, his agent, or any person the Proposer has designated to prepare the Offer and shall indemnify and hold harmless Chatham County from any liability arising therefrom. The contract document specifies the liability provisions required of the successful Proposer in order to be awarded a contract with

Chatham County.

2.6 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By submission of this Offer, the Proposer certifies, and in the case of a joint offer, each party thereto certifies as to its own organization, that in connection with this procurement:

(1) The prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this offer have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to opening, directly or indirectly to any other competitor; and

(3) No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not submit an offer for the purpose of restricting competition.

2.7 AWARD OF CONTRACT: The contract, if awarded, will be awarded to that responsible

Proposer whose proposal will be most advantageous to Chatham County, price and other factors considered. The Board of Commissioners will make the determination as to which proposal best serves the interest of Chatham County.

2.8 PROCUREMENT PROTESTS: Objections and protests to any portion of the procurement process or actions of the County staff may be filed with the Purchasing

Director for review and resolution. The Chatham County Purchasing Ordinance – Part 9

– Vendor Disputes shall govern the review and resolution of all protests.

2.9 QUALIFICATION OF BUSINESS (RESPONSIBLE PROPOSER): A responsible

Proposer is defined as one who meets, or by the date of the acceptance can meet, all requirements for licensing, insurance, and service contained within this Request for

Proposals. Chatham County has the right to require any or all Proposers to submit documentation of the ability to perform the service requested.

Chatham County has the right to disqualify the proposal of any Proposer as being unresponsive or unresponsible whenever such Proposer cannot document the ability to deliver the requested service.

2.10 COUNTY TAX CERTIFICATE REQUIREMENT: A current Chatham County or municipal business license (within the State of Georgia) is required unless otherwise specified. A firm need not have a Chatham County Business License prior to submitting a proposal. However, a license must be obtained by the successful vendor prior to award of

Please contact the Chatham County Department of Building Safety and Regulatory Services at (912) 201-4300 for additional information.

NOTE: No contract shall be awarded unless all real and personal property taxes have been paid by the successful contractor and/or subcontractor as adopted by the Board of

Commissioners on 8 April 1994.

2.11 INSURANCE PROVISIONS, GENERAL: The selected CONTRACTOR shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work, hereunder by the Contractor, his agents, representatives, employees or subcontractor. The cost of such insurance shall be included in the Bid.

It is every Contractor’s responsibility to provide the County Purchasing and Contracting

Department current and up-to-date Certificates of Insurance and Declaration Sheets for multiple year contracts before the end of each term. Failure to do so may be cause for termination of contract.

2.11.1 General Information that shall appear on a Certificate of Insurance:

I. Name of the Producer (Contractor’s insurance Broker/Agent).

II. Companies affording coverage (there may be several).

III. Name and Address of the Insured (this should be the Company or Parent of the firm Chatham County is contracting with).

IV. Summary of all current insurance for the insured (includes effective dates of coverage).

V. A brief description of the operations to be performed, the specific job to be performed, or contract number.

VI. Certificate Holder (This is to always include Chatham County).

Chatham County as an “Additional Insured”: Chatham County invokes the defense of “sovereign immunity.” In order not to jeopardize the use of this defense, the County is not to be included as an “Additional Insured” on insurance contracts.

2.11.2 Minimum Limits of Insurance to be maintained for the duration of the contract:

A. Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a Contractor or

Tenant. This policy coverage includes: premises and operations, use of independent contractor, products/completed operations, personal injury, contractual, broad form property damage, and underground, explosion and collapse hazards. Minimum limits: $1,000,000 bodily injury and property damage per occurrence and annual aggregate.

B. Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the Contractor while performing within the scope of their duties.

Employer’s Liability coverage is usually included in Worker’s

Compensation policies, and ensures common law claims of injured employees made in lieu of or in addition to a Worker’s Compensation claim.

Minimum limits: $500,000 for each accident, disease policy limit, each employee and Statutory Worker’s Compensation limit.

C. Business Automobile Liability: Coverage insures against liability claims arising out of the Contractor’s use of automobiles. Minimum limits:

$1,000,000 combined single limit per accident for bodily injury and property damage. Coverage should be written on an “Any Auto” basis.

2.11.3 Special Requirements:

Claims-Made Coverage: The limits of liability shall remain the same as the occurrence basis, however, the Retroactive date shall be prior to the coincident with the date of any contract, and the Certificate of Insurance shall state the coverage is claims-made. The Retroactive date shall also be specifically stated on the

Certificate of Insurance.

A. Extended Reporting Periods: The Contractor shall provide the County with a notice of the election to initiate any Supplemental Extended

Reporting Period and the reason(s) for invoking this option.

B. Reporting Provisions: Any failure to comply with reporting provisions of the policies shall not affect coverage provided in relation to this request.

C. Cancellation: Each insurance policy that applies to this request shall be endorsed to state that it shall not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt requested, has been given to the County.

D. Proof of Insurance: Chatham County shall be furnished with certificates of insurance and with original endorsements affecting coverage required by this request. The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, the County before services are rendered. The Contractor must ensure Certificate of Insurance are updated for the entire term of the County.

E. Insurer Acceptability: Insurance is to be placed with an insurer having an

A.M. Best’s rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five (5) year basis, the current total Best’s rating will be used to evaluate insurer acceptability.

F. Lapse in Coverage: A lapse in coverage shall constitute grounds for contract termination by the Chatham County Board of Commissioners.

G. Deductibles and Self-Insured Retention: Any deductibles or self-insured retention must be declared to, and approved by, the County. At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as related to the County, its officials, officers, employees, and volunteers; or the Contractor shall procure a bond guaranteeing payment of related suits, losses, claims, and related investigation, claim administration and defense expenses.

2.11.4 Additional Coverage for Specific Procurement Projects:

A. Professional Liability: Insure errors or omission on behalf of architects, engineers, attorneys, medical professionals, and consultants.

Minimum Limits: $1 million per claim/occurrence

Coverage Requirement: If claims-made, retroactive date must precede or coincide with the contract effective date or the date of the Notice to

Proceed. The professional must state if tail coverage has been purchased and the duration of the coverage.

2.12 INDEMNIFICATION: The PROPOSER agrees to protect, defend, indemnify, and hold harmless Chatham County, Georgia, its commissioners, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the PROPOSER or its sub-proposers. The PROPOSER’s obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. PROPOSER further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless Chatham County, Georgia, at his sole expense, and agrees to bear all other costs and expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's

Compensation Act arising out of injuries sustained by any employee of the PROPOSER or his subcontractor or anyone directly or indirectly employed by any of them.

The PROPOSER’s obligation to indemnify Chatham County under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the PROPOSER.

2.13 COMPLIANCE WITH SPECIFICATION - TERMS AND CONDITIONS: The

Request for Proposals, Legal Advertisement, General Conditions and Instructions to

Proposers, Specifications, Special Conditions, Proposers Offer, Addendum, and/or any other pertinent documents form a part of the Offeror's proposal and by reference are made a part hereof.

2.14 SIGNED RESPONSE CONSIDERED AN OFFER: The submitted Response shall be considered an offer on the part of the Proposer, which offer shall be deemed accepted upon approval by the Chatham County Board of Commissioners, Purchasing Director or his designee. In case of a default on the part of the Proponent after such acceptance, Chatham

County may take such action, as it deems appropriate, including legal action for damages or lack of required performance.

2.15 NOTICE TO PROCEED: The successful proposer shall not commence work under this

Request for Proposal until a written contract is awarded and the Purchasing Director or his designee issues a Notice to Proceed. If the successful Proposer does commence any work or deliver items prior to receiving official notification, he does so at his own risk.

2.16 PAYMENT TO CONTRACTOR: Instructions for invoicing the County for service delivered to the County are specified in the contract document.

A. Questions regarding payment may be directed to the Finance Department at (912)

652-7905 or the County’s Project Manager as specified in the contract documents.

B. Contractor will be paid the agreed upon compensation upon satisfactory progress or completion of the work as more fully described in the contract document.

C. Upon completion of the work, the Contractor will provide the County with an affidavit certifying all suppliers, persons or businesses employed by the Contractor for the work performed for the County have been paid in full.

D. Chatham County is a tax-exempt entity. Every contractor, vendor, business or person under contract with Chatham County is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to Chatham County by contract. Please consult the State of Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional information.

2.17 LICENSES, PERMITS, AND TAXES: The price or prices for the service shall include full compensation for all fees that the proponent is or may be required to pay. Chatham

County is Tax Exempt. The Purchasing & Contracting Office upon request (912) 790-1618 will provide a Tax Exemption Certificate.

2.18 MINORITY – WOMEN BUSINESS ENTERPRISE PARTICIPATION: It is the desire of the County Board of Commissioners to increase the participation of minority (MBE) and women-owned (WBE) business in its contracting and procurement programs.

The County is committed to a policy of equitable participation for these firms by setting goals for each contract. Bidder/proposers are requested to include in their proposals a narrative describing their past accomplishments and intended actions in this area. If bidder/proposers are considering minority or women owned enterprise participation in their proposal, those firms, and their specific duties must be identified in their proposal along with the percentage(s) and dollar amount awarded to the MBE/WBE firm. Proposers may also provide demographic information regarding their employees to show their commitment to equal opportunity. If a bidder/proposer is considered for award, he/she will be asked to meet with the County Staff so that the intended MBE/WBE participation goals can be formalized and included in the subsequent contract.

If the awarded contractor is claiming minority status, the contractor shall apply for certification by Chatham County, Georgia to the Office of Minority Business Coordinator.

The Minority Business Coordinator will provide documentation of application status once approved or disapproved by Chatham County. Certification by any other government entity is acceptable if current copy of the certification is provided with this solicitation.

For information on the program or MBE/WBE contractors/vendors please contact the

County’s Minority and Women Business Office 1117 Eisenhower Drive, Suite 101, Savannah, Georgia 31406, (912) 652-7860.

REQUEST FOR PROPOSALS

SECTION III

GENERAL CONDITIONS

3.1 DESCRIPTION AND OBJECTIVES: Chatham County is requesting proposals from qualified firms to secure an annual contract to provide food services for the Chatham

County Detention Center. This contract will establish fixed pricing/cost per meal for inmate meals, and incentive meals for staff.

3.2 METHODOLOGY: The procurement described herein may be conducted in a two-step process.

STEP ONE- ACCEPTANCE AND EVALUATION OF QUALIFICATION

PROPOSALS: All technical requirements, unless otherwise specified, must be met by the proponent or such proposal may be disqualified as being non-responsive. Proposals that are deemed incomplete as to substance and content may be returned without consideration. A shortlist of qualified firms will be developed and ranked.

STEP TWO-INTERVIEWS: The evaluation committee may request an interview with short-listed firms. If interviews are conducted, they will be scored. It will be at the discretion of the evaluation committee on the number of firms that will interview/present.

3.3 CONFIDENTIALITY OF DOCUMENTS: Upon receipt of a proposal by the County, the proposal shall become the property of the County without compensation to the proponent, for disposition or usage by the County at its discretion (except for as provided by Georgia law for proprietary information). The details of the proposal documents will remain confidential until final award or rejection of proposals and/or protected under the restraints of law. Only final points and ranking of proposals will be openly disclosed prior to approval by the Board of Commissioners. Proponent shall have no contact with any

Department Representative or Evaluation Committee Member during and after the evaluation process. Any information contained in the proposal that is considered by the

Proponent as “proprietary” to remain confidential shall be clearly identified and justified.

3.4 CONE OF SILENCE: Lobbying of Procurement Evaluation Committee members, County Government employees, and elected officials regarding this product or service solicitation, Invitation to Bid (ITB) or Request for Proposal (RFP) or contract by any member of a proposer’s staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited. Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions may cause your proposal to be rejected.

3.5 COMPENSATION: The County has attempted in SECTION V to provide as much information about the project as possible to enable firms to structure their offer.

3.6 REJECTING PROPOSALS: The County reserves the right to reject any or all proposals and is not bound to accept any proposal if that proposal is contrary to the best interest of Chatham County. Similarly, the County is not bound to accept the lowest dollar proposal if the offer is not considered in the County's best interest.

3.7 COST TO PREPARE RESPONSES: The County assumes no responsibility or obligation to the respondents and will make no payment for any costs associated with the preparation or submission of the proposal.

3.8 INQUIRIES: Direct any questions related to this RFP to Bernadine Bruen, Procurement

Specialist, and submit all questions through the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal Messages - Vendor Discussion section.

Include the RFP number, page, and paragraph number as a reference to each question.

DEADLINE FOR ALL QUESTIONS is noted on the procurement portal under Project

Details.

THE ONLY OFFICIAL ANSWER OR POSITION OF CHATHAM COUNTY

WILL BE THE ONE STATED IN WRITING.

3.9 METHOD OF SOURCE SELECTION: Chatham County is using the Competitive

Sealed Proposal method of source selection, as authorized by Part 3 of the Chatham

County Purchasing Ordinance for this procurement.

An award, if made, will be made to the responsible offeror whose proposal is most advantageous to Chatham County, taking into consideration price and other factors set forth in this Request for Proposal (RFP). The County will not use any other factors or criteria in the evaluation of the proposals received.

3.10 EQUAL EMPLOYMENT OPPORTUNITY: During the performance of this contract, the COMPANY agrees as follows:

The COMPANY will not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, place of birth, physical handicap, or marital status.

SECTION IV

SPECIAL CONDITIONS

4.1 PENDING LITIGATION: Proposals will not be accepted from any company, firm, person, or party, parent subsidiary, against which Chatham County has an outstanding claim, or a financial dispute relating to prior contract performance. If the County, at any time, discovers such a dispute during any point of evaluation, the proposal will not be considered further.

4.2 EVALUATION FACTORS: Factors such as proponents overall capability, specialized experience, reputation, past performance on similar projects, technical competence, financial stability, ability to meet program goals, delivery under the contract terms, and fee schedule will be considered in the award recommendation. Commitment in the level of MBE/WBE firms, contractor and employees will also be considered in the evaluation of proposals.

4.3 SELECTION PROCESS: Proposals will be evaluated initially on the basis of the written document. Thus, the proposal must be complete, concise and clear as to the intent of the respondent. Further evaluation may include an oral presentation, which will be scheduled after receipt of the written proposal and approval of the shortlist.

4.4 CONTRACT: The successful respondent will be expected to execute a contract within

30 days of notice of award.

4.5 PROPOSALS MUST BE RESPONSIVE TO:

4.5.1 INTRODUCTION/COVER LETTER: You should provide no more than a two

(2) page letter of introduction. The letter should highlight or summarize whatever information you deem appropriate as a cover letter, as a minimum, this section should include the name, address, email address, telephone number of one (1) contact to whom any correspondence should be directed. This section should include a clear statement of the Proposer’s understanding of this Request for

Proposal and the contract requirements, and how the Proposer intends to meet the requirements of this Request for Proposal.

4.5.2 EXPERIENCE, QUALIFICATIONS & CAPABILITY:

TOTAL POSSIBLE POINTS: 20

A. Provide a summary of your firm’s organization including size, location of the corporate office, years in business, number of employees, and experience and qualifications to perform the requested services.

B. Provide a complete organizational chart listing the names of the individuals that will be directly involved in providing the service.

Provide a brief summary of the qualifications, experience and role of each individual.

C. Provide a list of past experience in providing food services to governmental agencies of similar size and scope of services, that your firm has provided inmate services for (preferably located within the

Southeast region of the United States) in the last five (5) years. Include a brief narrative of each project, the services provided, equipment, and staff provided, daily average inmate population, number of meals provided daily, date(s) of service, client name. Provide the name, address and phone number of the contract representative. Chatham County reserves the right to contact any reference provided.

D. Financial Capability: Provide documentation that will allow the County to determine that your firm has sufficient resources and the financial stability to perform the services requested. Approved documentation includes copies of the firm’s annual (Audited) Financial Reports and/or irrevocable letters of credit.

E. State if your firm has operated under a different name within the past ten

(10) years and provide the name your firm previously operated under.

F. Litigation History: Provide details of any federal, state or local government regulatory investigations, findings, actions or complaints that your firm and/or any organization affiliated with your firm, has received within the past three (3) years. If the issue(s) have been resolved, state the corrective action taken.

G. Describe or list any metrics your firm has from your clients about their satisfaction on the date of completion or year-to-year retention.

H. Current Service Commitments/Responsibilities: State what existing contractual agreements that your firm currently has and identify the responsibilities and time (%) that each proposed team member will need to dedicate to those agreements.

4.5.3 PROJECT UNDERSTANDING, METHODOLOGY, & APPROACH:

TOTAL POSSIBLE POINTS: 25

Discuss the approach to rendering the required services. Any special techniques, strategies and capabilities should be discussed here. A detailed statement to demonstrate the offerors’ understanding of the Scope of Services described further in this RFP. The statement shall include but not necessarily be limited to the offerors’ proposed organizational structure and procedures to provide the required services, expectations regarding the County’s responsibilities and contributions under the contract, any limitations in delivering all the required services, any potential problem areas that might impede the successful implementation of the contract, special services and techniques that your firm will offer that differentiates your proposal from any other, and any other information not specifically required elsewhere in this RFP but considered pertinent by the offeror. Include the following:

A. How your project team will approach the program and its working relationship with others as a “Team Member”.

B. How your project team can translate the methodology you propose to meet the County’s goals, interact with others outside of the team who are involved in the program and relevance of approach to the County’s intend and needs. (Be specific about how your team will work with County staff).

C. Provide detailed plans for each step that your firm will take to assume management control and describe your firm’s commitment to staff, personnel and resources required to develop a responsive management structure. Include a statement which describes your firm’s management philosophy.

D. Describe your firm’s ability to provide assistance in short and long-range planning of the facility and its services. Include special personnel (if any) that will be available to provide technical assistance to the local staff and

County personnel.

E. Describe what cost savings programs or what measures will be implemented within the short-range (12 to 18 months) and along range term of the contract. Please note that all personnel adjustments and/or assignments must comply with minimal staffing requirements.

F. Describe your firm’s procedures for recruiting replacement personnel and/or your firm’s capacity to assign additional personnel to meet County requirements.

G. Describe your firm’s current turnover rate for management and non-management employees.

H. How your team will approach the program and its plan to supervise, and train inmate workers during their role in the kitchen operation to ensure that in their tasks all safety, security, and health regulations are adhered to.

I. Describe the method or process that will be utilized by your firm, County staff and Inmate population to evaluate the Food Services provided and

“how” it will be used to improve customer satisfaction.

J. Describe your firm’s policy and procedure for conducting background checks, for criminal records and drug use, on each of your employees.

Note: Food Service Director, Managers and all Food Service Personnel assigned to contract will be required to undergo a background investigation and drug test prior to reporting to work at and/or providing services at the Chatham County Detention Center.

K. Provide a signed and notarized statement certifying that your firm complies with all applicable Federal and State employment laws.

L. Provide the names and resumes of the person(s) who will serve as the firm’s Food Service Director, Managers on a resulting contract.

M. Provide the name of the ADA registered dietician that will be assigned to the resulting contract and attach resume’ describing their experience in planning jail facility menus and special diet menus.

N. Describe your firm’s knowledge of and experience with the American

Correctional Association (ACA) and the National Commission on

Correctional Healthcare (NCCHC) Certification Program requirements and compliance with the Georgia Department of Corrections (GDOC) standards and guidelines for Food Services.

4.5.4 SCHEDULES AND ATTACHMENTS:

TOTAL POSSIBLE POINTS: 15

In this section, provide adequate information that will allow the County to evaluate the Food Service Program proposed by your firm, include at a minimum:

A. Schedule A: Food program/Menu Planning:

1. Provide a description or illustration of typical menu for a minimum period of 4 weeks and describe or illustrate “how” the food on this menu will be presented at a meal serving. Attach a nutritional analysis for the menu submitted.

2. Special Event/Holiday: Provide a description or illustration of

“what” your firm would serve for a special event and/or holiday (i.e., Thanksgiving, Christmas, 4th of July, etc.).

3. Describe how your firm will respond to “special need” food service requirements.

4. Describe your firm’s best practice policy to ensure variety, nutritional balance, and visual appeal.

5. Describe your firm’s best practice policy to ensure that all meals are served as scheduled.

6. Describe your firm’s best practice policy to take a proactive approach to assess meal satisfaction and menu acceptance.

7. Describe your firm’s best practice policy for investigating and resolving complaints concerning the Food Service Program.

8. Describe your firm’s best practice policy for ensuring continuous services during emergency and natural disaster (i.e., hurricanes) situations. Chatham County will provide the successful firm with a copy of the facility contingency emergency plan upon contract award.

B. Schedule B. Best Practices Policy:

1. Describe your firm’s policy to adapt and comply with the County’s mission, goals, objectives, policies, procedures and practices.

2. Describe your firm’s understanding of the role in and importance of contributing to the County’s mission, goals and objectives.

3. Describe your firm’s expectations and/or best practice policy to assure employees meet minimum appearance, cooperation and productivity level(s).

4. Describe your firm’s best practice policy to ensure compliance with all sanitation requirements.

C. Schedule C: Program Staffing Policy:

1. As stated in the specifications, adequate staffing is essential in guaranteeing an effective and efficient Food Service operation.

Proposer is required to provide the recommended minimum staffing requirements per specifications (Section 5.2.3).

The Food Service Director will oversee compliance with all requirements of the contract regarding meal preparation and handle the response to any and all inmate grievances related to food service within the time determined by the County. The Food Service Director will not function as a relief food service manager in this facility.

There will always be a minimum of one (1) food service manager on duty in the kitchen when the kitchen is open. The manager coordinating the production, serving of the meal, ensuring that proper temperatures, portions, and weights are correct; that diet load sheets are followed; that the proper ingredients are used; the product has an acceptable taste and all other requirements.

Please attach a copy of your firm’s staffing plan.

2. Describe your firm’s policy for addressing and maintaining cleanliness in the food service areas.

4.5.5 LOCAL MBE/WBE PARTICIPATION - TOTAL POSSIBLE POINTS: 15

Commitment in the level of local MBE/WBE business/firms, subcontractors, contractors, and employees. Approach to meeting and exceeding the MBE/WBE requirements. History of Minority-owned, Women-owned business utilization in the past.

4.5.6 COST PROPOSAL – TOTAL POSSIBLE POINTS: 20

Proposers shall use the cost proposal sheet provided with detail of unit pricing broken out as an attachment.

The County reserves the right to request cost and scope clarification at any time throughout the selection and negotiation process.

4.5.7 REFERENCES: TOTAL POSSIBLE POINTS: 5

Please provide a minimum of five (5) references, current or past clients from who you have provided similar services for. Please be sure that these references can attest to the company’s knowledge, quality of work, timeliness, diligence, working relationships and flexibility. Please provide the client’s name, physical address, email address, phone number and the name of a contact. Chatham

County is interested in the type of service(s) provided and how long that reference has been your client.

4.5.8 INTERVIEWS/PRESENTATIONS (IF REQUIRED):

TOTAL POSSIBLE POINTS: 30

4.6 ASSIGNMENT: The PROPOSER shall not assign or transfer any interest of the contract without prior written consent of the County.

4.7 CONTRACT AWARD:

A. Successful Proponent will be asked to submit his/her firms’ contractual issues for consideration in the Chatham County contract. Proposals will become part of the

B. No work shall be performed under the contract until a contract has been fully executed by both parties. A notice to proceed will be issued by Chatham County.

SECTION V

SCOPE OF SERVICES

ANNUAL CONTRACT TO PROVIDE FOOD SERVICES

FOR THE CHATHAM COUNTY DETENTION CENTER

5.1 GENERAL BACKGROUND:

The purpose of this Request for Proposal is to solicit proposals from qualified firms to secure an annual contract to provide food services for the Chatham County Detention

Center. The Detention Center is located at 1050 Carl Griffin Drive, Savannah, GA., 31405.

This contract will establish fixed pricing/cost per meal for inmate meals, and fixed pricing/cost per meal for incentive meals for staff.

The average daily inmate population ranges from approximately 1600 - 1800.

The daily inmate population has the capacity to reach a high of 2400.

The average daily population for the past six (6) months:

October 2024: 1308

November 2024: 1344

December 2024: 1262

January 2025: 1269

February 2025: 1291

March 2025: 1326

The current contract will expire on August 21, 2025.

The current price paid per meal is $0.953.

5.2 SCOPE OF SERVICES:

The Food Service Provider shall be the sole provider/ and or coordinator of food service at the Chatham County Detention Center. The Food Service Provider will be required to deliver high quality food service that can be audited against established standards, in a cost-effective manner, with full reporting and accountability to the Chatham County

Detention Center. The Food Service Provider shall maintain an open and cooperative relationship with the administration and staff of the Chatham County Detention Center.

5.2.1 The Food Service Provider will be responsible for every facet of the food service program and will conduct the program in accordance with recognized standards, laws, ordinances, rules and regulations of Federal, State and Local Authorities, as applicable.

The Food Service Provider will secure and pay for all federal, state, and local licenses, permits, and fees required for the operation of food service.

The food service program will also comply with All American Correctional

Association (ACA), National Commission on Correctional Healthcare (NCCHC), and Georgia Department of Corrections (GDOC) standards and guidelines.

5.2.2 The Food Service Provider will provide the names of all employees assigned to work in the food service program of the Chatham County Detention Center to the

Jail Administrator or designee for a criminal background record check. The Food

Service Provider is also required to provide a certified medical certificate stating that each proposed employee is free from communicable diseases.

No employee will be allowed to work in the facility without first being checked for a criminal record and/or without the submittal of a medical certificate.

5.2.3 STAFF REQUIREMENTS:

A. Full-Time Staff shall consist of the following:

Position/Title Number of Staff

FOOD SERVICE DIRECTOR 1

FOOD SERVICE MANAGER(S) 2

FOOD SERVICE PERSONNEL 10

B. The Food Service Provider is required to provide, at minimum, three (3) full time equivalent (FTE) Food Service Personnel/Workers per meal and either one (1) Manager or the Food Service Director per meal.

There shall be at minimum, one (1) full time equivalent (FTE) staff member for the main inmate kitchen.

There shall be at minimum, one (1) full time equivalent (FTE) staff member for the plating kitchen.

All food service staff members (Food Service Director, Food Service

Manager(s), Food Service Personnel) will be required to supervise inmate workers in the preparation and serving of meals for the main inmate kitchen and the plating kitchen.

*Proposer must attach a copy of the firm’s staffing plan. Reference Section

4.5.4. C / Schedule C.

C. Food service personnel will present a neat, clean, and appropriately groomed appearance. Staff shall wear a company issued polo shirt with company logo, professional pants for kitchen, no jeans and no athletic pants. Staff shall wear appropriate footwear for working in a kitchen. No open toed shoes will be allowed. The uniform should be distinctive for food services workers in the facility.

5.2.4 The Food Service Provider will be responsible for the procurement, receiving, handling and storage of all food and food related items and supplies necessary for the food service program. The Food Service Provider shall put forth their best effort to purchase such items and supplies from local vendors.

5.2.5 The Food Service Provider will be responsible, with the use of inmate labor, for the sanitation and hygiene of the food service areas and related equipment. The

Food Service Provider will also be responsible for the receiving, handling and storage of the cleaning supplies necessary to carry out this obligation. Chatham

County Detention Center currently provides two shifts of 20 – 26 inmates to assist the Food Service Provider.

Inmate Workers:

All inmate kitchen workers must be trained in basic food safety and sanitation procedures, including proper hygiene and cross-contamination prevention.

Inmates must always be under direct supervision by food service staff and/or detention officers.

Inmates are not permitted to handle dangerous equipment.

Assignments should rotate to prevent fatigue and promote fairness.

Examples of duties that inmate workers are allowed to perform:

Inmate workers may assist with a variety of kitchen operations under the supervision of correctional staff and/or contracted food service personnel. Typical responsibilities may include:

Food Preparation Support:

• Washing, peeling, chopping, or portioning fruits and vegetables

• Assembling cold meal components (e.g., sandwiches, salads, desserts)

• Preparing beverages such as tea, juice, or coffee

• Assisting with simple cooking tasks under supervision

Tray Line and Meal Assembly

• Assembling meal trays according to set menus and portion guidelines

• Wrapping or sealing food trays for delivery to housing units

• Ensuring accurate tray counts and special diet labeling

Sanitation and Cleaning

• Washing pots, pans, utensils, and kitchen equipment

• Cleaning food prep surfaces, floors, and storage areas

• Disposing of food waste and maintaining general kitchen cleanliness

Inventory and Stock Support

• Unloading and organizing food deliveries

• Rotating stock and monitoring for spoilage

• Refilling supplies on the tray line or prep stations

Laundry and Uniform Management

• Washing and folding kitchen laundry, including aprons and rags

• Maintaining cleanliness of personal protective equipment (PPE)

5.2.6 The Food Service Provider will guarantee that all meals served will adhere to the sample menus (including diet menus) contained in the proposal submittal. All menus will be approved by a registered dietician and copies of such approved menus will be posted by the Food Service Provider in the housing units of the

Chatham County Detention Center. The Food Service Provider’s supervisory personnel will be familiar with all aspects of menu preparation including those for special diets. Any necessary changes or modifications to the menus must first be approved by a registered dietician and submitted by the Food Service Provider to the Jail Administrator or designee for final approval prior to the implementation of the change or modification.

The Chatham County Detention Center shall be responsible for and provide accurate and timely counts for the number of meals to be served to inmates.

Current Food Program Statistical Information is as follows:

Maximum Security Inmates: Average 45-56 daily (regular tray)

Bagged/Sack Lunches: Average 75 daily

Intake: Average 60 daily (regular tray)

Special Diets/Meals:

Special diets: 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…