4-SOW-071525.docx

Statement of Work Food Catering Services (Wildfire Specific Requirements)

1. Introduction Jefferson County is requesting mass food catering services during emergency incidents, including, but not limited to wildfires, floods, and other natural or man-made disasters requiring mass feeding for emergency responders, evacuees, and other designated individuals.

2. Scope of Services The Contractor shall provide meal services for first responders, evacuees, and other designated individuals during or following a disaster to include, but not be limited to the following:

a. Upon receiving notification from the County, the Contractor will agree to begin meal preparation and deliver meals within 12 hours. Meal service is incident specific and could be needed anywhere from 1 day to consecutive days. The County will communicate meal service needs and meal counts on a daily basis to the Contractor. The County will communicate with the Contractor the date and time meal services for that particular incident will cease.

b. Meal services may include breakfast, lunch, and dinner. The County will communicate meal service times to the Contractor upon notification of an incident.

c. The Contractor shall provide meal options that accommodate various dietary restrictions, which could include vegetarian, vegan, dairy-free, gluten-free options, meals appropriate to a cultural or faith-based related need, or meals for people with food allergies, and comply with local health and safety standards. The County will notify the Contractor of the number and type of dietary restriction meals that will be needed for each day during an incident.

d. Meals shall be prepared, stored, and transported in compliance with the Colorado Retail Food Establishment Regulations. The Contractor must be able to provide up to 500 meals for non-wildland firefighters (based on approximately 2000 calories per day) and up to 250 meals for wildland firefighters (based on the minimum of 6000 calories per day), per meal service, with adjustments based on the scale of the incident, and with at least 12 hours’ notice for scaling meal production.

e. The Contractor will deliver all meals to designated command posts, emergency shelters, operational centers, AND/OR other specified locations within Jefferson County and/or proximity to Jefferson County boundaries. Delivery costs are included in the per-meal price.

f. Each delivery site(s) will receive a document with the time and date that the prepared food left the facility to ensure food can be consumed within the appropriate time frame.

g. The Contractor will be responsible for setting up and breaking down meal service areas, including the provision and retrieval of necessary equipment such as chafing dishes, utensils, plates, napkins, and serving items, etc.

h. The Contractor will collect and remove all equipment after meal periods to ensure a smooth transition for other activities.

i. The Contractor will individually package and seal leftover meals.

j. The Contractor understands some delivery locations will consist of standard catering delivery with food set up on tables, utensils, condiments, chafing dishes, etc. However, some delivery locations may also require meals packaged and labeled with individual portions/meals that allow transport to remote locations and in a way that keeps hot meals hot and cold meals cold for consumption.

k. The Contractor will provide two menu options. Menu A contains meals consisting of standard caloric requirements. Menu B contains meals consisting of increased caloric requirements wildland firefighters need to sustain dietary needs.

l. Contractor shall not provide the following items or services:

1. Chairs

2. Tables (except tables provided by caterer to set up buffet line)

3. Linen (table cloth or napkin)

4. Glassware

5. Waiter service

Wildfire Specific Incident Requirements During wildfire incidents, the Contractor must ensure meals provided to first responders meet specific caloric needs. Wildland firefighters expend significant energy during firefighting operations, with caloric requirements of at least 6,000 calories per day. To meet these needs, the Contractor shall provide meals rich in the following:

a. Carbohydrates: Whole grains, rice, fruit, and other sources to maintain blood glucose levels and avoid muscle breakdown.

b. Proteins: Nuts, beans, meat, peanut butter, and similar foods to sustain muscle mass and support recovery.

c. Fats: Healthy fats from sources such as nuts and olive oil to provide long-lasting energy.

Each firefighter will receive meals that provide at least 6,000 calories per day during wildfire operations, with adjustments made based on the needs of specific incidents.

a. Breakfast: Breakfast meals shall be delivered as separate, individually packaged meals daily, including hearty and calorically dense options to fuel morning activities. Coffee, cups, cream, and sugar shall be included with breakfast.

b. Lunch (Sacked Lunches): Delivered along with breakfast, the Contractor shall provide individually packaged and labeled sacked lunches for each firefighter. These sacked lunches shall include energy-rich, portable foods such as (or including) sandwiches (either 2 sandwiches or 1 hoagie style), nuts, protein bars, fruit, and dessert ensuring they can easily be consumed during operations. Condiments included and packaged individually.

c. Dinner: Dinner shall be delivered separately, individually packaged and labeled ensuring a hot meal is available after daily operations conclude.

3. Contractor’s Responsibilities Health and Safety Compliance Depending on the location of the retail food facility the Contractor shall comply with the Colorado Retail Food Establishment Regulations during meal preparation, storage, and delivery. Proper hot or cold temperature controls shall be maintained during transportation to ensure compliance with food safety regulations.

Behavior Contractor agrees that it and its employees shall communicate with County employees and members of the public in a civil manner. All aspects of a Contractor’s performance, including complaints received from County employees or members of the public, may impact the County’s decision to renew or terminate this Contract in accordance with the provisions contained herein. The County reserves the right to suspend or debar the Contractor from consideration for the award of future contracts if the Contractor does not abide by the terms of this subsection.

4. County Responsibilities The County Representative is designated to do all things necessary to properly administer the terms and conditions of this Contract, including, but not limited to:

a. Review of all Contractor payment requests for approval or rejection.

b. Periodic reviews of the work of the Contractor as necessary for the completion of the Contractor’s services during the period of this Contract.

5. Compensation and Payment Terms The County shall pay the Contractor for the services rendered hereunder and completed in accordance with the terms and conditions of this contract. In no event shall the County be obligated to pay the Contractor in excess of amounts that are lawfully appropriated for this purpose.

The County will pay the Contractor a predetermined per-meal cost, which includes all associated costs for meal preparation, equipment, delivery, setup, and breakdown. The price per meal will be reviewed annually in accordance with the terms of the contract.

6. Method of Payment The Contractor Payment will be made within 30 days of receiving an invoice and acceptance of services. Invoices must include detailed records of the meals served and locations delivered and shall be in a format acceptable to the County.

Invoices must be sent to Jefferson County Office of Emergency Management, 800 Jefferson County Parkway, Golden, CO 80401 unless otherwise specified on the individual purchase orders.

7. County Representative Steph Baker Emergency Management Supervisor 720-251-0083 stabaker@jeffco.us Food Catering Services Page 2 of 2 image1.png