5-Scope of Work - Registered Dietitian.pdf

ATTACHMENT C

SCOPE OF WORK

I. GOALS AND OBJECTIVES

The primary goal of this Scope of Work is to engage a qualified Registered Dietitian to evaluate, develop, implement, and monitor a comprehensive correctional food service nutrition program for the Utah State Correctional Facility (USCF), Central Utah Correctional Facility (CUCF), and Community Correctional Centers.

The program shall provide nutritionally adequate, safe, cost-effective, operationally practical, and sustainable meals for the incarcerated population while appropriately addressing medical, therapeutic, religious, cultural, allergy-related, gluten-free, vegetarian, and other identified dietary requirements.

CONTRACTOR shall provide professional expertise necessary to evaluate, develop, implement, monitor, and continuously improve the food service and dietary programs serving the incarcerated population.

The operation currently provides approximately 14,000 meals per day at USCF as well as 6,000 meals per day at CUCF, totaling approximately 20,000 meals per day combined. CCCs currently serve approximately 1,500 meals/day.

II. PERFORMANCE MEASURES

Quality of service and performance will be measured by record keeping, and invoicing in accordance with contract requirements, and by measuring and evaluating evidence provided by the CONTRACTOR and monitoring of the CONTRACTOR’S compliance with every term and condition as defined in Attachments A through C.

III. DETAILED SCOPE OF PERFORMANCE

CONTRACTOR shall provide all professional service, expertise, tools, documentation, analysis and resources necessary to fulfill the requirements of this Scope of Work. CONTRACTOR shall:

A. Comply with all Federal, State, and local legislations, rules, and regulations relating to the provision of services under the terms of a resulting contract.

B. Meet all applicable industry standards.

C. PROVIDE ASSESSMENT - Provide assessment of the following:

1. Menu Review - including, but not limited to:

a. Current menu cycles (4-week cycle)

b. Breakfast, lunch and dinner menus

c. Snacks and supplemental food items

d. Portion sizes

e. Meal frequency, variety and substitutions

f. Seasonal changes

g. Special-diet menus

2. Nutritional Review - including, but not limited to:

a. Calories

b. Macronutrient Intake

c. Fiber

d. Sodium

e. Calcium

f. Iron

g. Vitamin D

h. Other vitamins and minerals

3. Special Site/Diet Considerations Review - including, but not limited to:

a. Unique considerations/security requirements relating to the needs of food service in a secure correctional facility

b. Medical/Therapeutic diets

c. Religious diets

d. Kosher meals

e. Halal meals

f. Vegan meals and Vegetarian meals

g. Other special dietary requirements

4. Medical/Therapeutic Diet Review - CONTRACTOR shall focus strictly on system-wide Master

Menu development, institutional nutritional compliance, and multi-facility dietary certifications.

CONTRACTOR shall consult with Department of Health and Human Services (DHHS) clinical staff to align standard medical diet categories with administrative menus. Individual, 1-on-1 inmate clinical patient consultations and direct medical care remain the responsibility of DHHS clinical personnel and are excluded from CONTRACTOR's scope.

To maximize cost efficiency and prioritize CONTRACTOR’s specialized clinical analysis, preliminary baseline data gathering (including recipe collection, product specifications, and current food inventories) shall be compiled by UDC non-dietitian food service personnel prior to CONTRACTOR evaluation. CONTRACTOR's billable hours shall be reserved for higher-level nutritional calculations, menu formulation, and formal certifications.

CONTRACTOR may be requested to complete on-site inspection(s) to both facilities, to meet with stakeholders, verify that physical meal preparation aligns with certified nutritional templates, and establish the baseline situation/available assets for meal planning and preparation at the prisons and CCCs. Any travel for site visit(s) shall adhere to all required State travel rules to allow for reimbursement of expenses. On-site visits require prior written authorization from the UDC Contract Monitor, and shall only be completed upon request.

All routine planning, consultation, and baseline menu reviews shall be performed remotely via video conferencing and electronic communication to minimize billable travel expenses.

D. PROVIDE MENU DEVELOPMENT - develop, revise or validate a comprehensive rotating menu. Menu development shall include:

1. Breakfast

2. Lunch

3. Dinner

4. Approved snack and/or supplemental items, when applicable

5. Appropriate substitution, when applicable

6. Special Diets

Menu development shall also consider:

1. Applicable professional standards and regulatory requirements

2. The unique security considerations and needs present within a correctional facility, and any facility requirements as directed by UDC personnel

3. Providing adequate variety and avoiding unnecessary repetition while remaining practical for large-scale institution food preparation.

4. Utilizing existing assets, cooks, and production potential within the correctional facilities to deliver fresh-made foods at an optimal price point

5. Maximizing the use of “Second-Market” foods and wholesale buys (purchased under existing contract) to provide cost-savings to UDC when possible with minimal disruption

6. Optimizing menu cycle if needed (currently a 4-week cycle)

The CONTRACTOR shall document the nutritional basis for the proposed menu. Any significant nutritional deficiencies shall be identified and corrected before final menu approval.

E. PROVIDE CONSULTATION, SUPPORT, AND PLANNING - remain available, on a time-limited basis and upon request from UDC personnel, to work collaboratively with facility administration, food service management, food service employees, inmate counsel, and medical health services personnel during and after implementation of proposed changes.

1. CONTRACTOR shall ensure all menu reviews, audits, and therapeutic diet standards are documented to litigation-grade quality. In the event of administrative grievances, court challenges, or legal actions concerning food service, nutritional adequacy, or special dietary compliance, CONTRACTOR shall provide technical support to UDC and the Utah Attorney General’s Office, including providing affidavits, depositions, and expert witness testimony from a licensed Registered Dietitian.

2. Community Correctional Centers - The broader correctional food service network also includes six correctional community centers. CONTRACTOR shall evaluate and certify menu patterns for UDC’s six

(6) Community Correctional Centers only upon UDC request. CONTRACTOR shall adapt standard master menu principles to accommodate the specific kitchen infrastructure, staffing levels, and meal delivery operational models of these community facilities. Meal volumes for these centers are separate from the USCF and CUCF figures, but MAY be incorporated into CONTRACTOR’s responsibilities as directed by UDC.

IV. TIME FRAME

Services shall be delivered upon request from UDC personnel. Requests for assessment, menu development, and/or consultation and planning shall be responded to within 48 hours of receipt, and fulfilled within a reasonable timeframe such as to prevent disruption to food service within facilities.

V. CONFIDENTIALITY

Many of the records to which CONTRACTOR may have access are properly classified as “private,” “controlled” and/or “protected” under the Utah Governmental Records Access and Management Act (GRAMA), Utah Code Annotated § 63G-2-1-1, et seq. CONTRACTOR is subject to the same restrictions on disclosure of any such records or record series as UDC. CONTRACTOR agrees to adhere to the following restrictions regarding such records.

A. CONTRACTOR’S use of the record or record series produces a public benefit that outweighs the individual privacy right that protects the record or record series.

B. CONTRACTOR’S access to the record or record series is necessary for the performance of this contract.

C. The record or record series accessed by CONTRACTOR will only be used for the performance of this contract.

D. The record or record series accessed by CONTRACTOR will not be disclosed to any other person; and E. The record or record series accessed by the CONTRACTOR will not be used for advertising or solicitation purposes.

Failure to adhere to all restrictions set forth above may subject CONTRACTOR and/or its staff to criminal liability pursuant to Utah Code Annotated § 63G-2-801.

VI. PRICE GUARANTEE PERIOD

All pricing must be guaranteed for two (2) years. Any request for price adjustment must be for an equal guarantee period, must be made at least 30 days prior to any adjustment, must include sufficient documentation supporting the request and demonstrate a logical mathematical link between current price and the proposed price. Any adjustment or amendment to the contract will not be effective unless approved by the State Director of Purchasing and no request adjustment is guaranteed. The State will be given the immediate benefit of any decrease in the market, or allowable discount.

VII. COMPENSATION

A. Compensation will be based on accepted all-inclusive bid prices.

B. Prices include CONTRACTOR’S costs for shipping, storage, handling, and delivery F.O.B. destination with all transportation and handling charges paid by the CONTRACTOR.

C. Compensation limits are as defined. No additional costs or fees are eligible for compensation under this agreement.

VIII. COST OF SERVICES

A. Payment under this contract shall be made on a fee for delivered services, as defined in the contract, not to exceed the contract limit.

B. All procurements are subject to provisions of the State of Utah, including Utah Procurement Code and State Division of Purchasing rules.

IX. BILLING PROCEDURES

A. CONTRACTOR shall bill UDC by the 10th of each month for services and/or products delivered during the previous month.

B. To be paid for services completed under this contract an invoice detailing services shall be submitted to:

Utah Department of Corrections Attention Finance 14717 S Minuteman Dr.

Draper, Utah 84020-9549

Invoices may also be submitted electronically. via email to:

UDCaccountspayable@utah.gov and to the contract monitor listed on page 2 of the contract.

C. Send a copy of the invoice to the contract monitor by monthly email (contract monitor information can be found on page 2 of the contract).

D. Invoicing should begin only after the CONTRACTOR begins providing service and should continue throughout the contract term as long as actual services are being rendered.

E. Each invoice must include an invoice date, invoice number, date of service, service ticket or invoice detailing what was completed during the monthly maintenance visit, or product/service provided, itemized cost, and total cost.

F. Each invoice must reference the contract number and/or purchase order number.

X. TIME OF PAYMENT

A. UDC will make payments monthly to CONTRACTOR, for accurate invoices containing required documentation for services provided or products delivered during the previous month, up to the contract limit.

B. Payment must be made with funding allocated for the fiscal year in which the services and/or products were delivered. Prompt billings for June receipt of products and/or services must be received timely due to fiscal year-end. Untimely submission of June invoices may result in payment delays.

C. All payments made by UDC to CONTRACTOR shall be made in accordance with the Utah Prompt Payment Act, Utah Code Annotated, 15-6-1 et. seq., upon receipt of an invoice, unless otherwise provided herein.

XII. PLACE OF PAYMENT

All payments by UDC to CONTRACTOR shall be sent to CONTRACTOR’S address as it appears on Page 1, Paragraph 1, entitled CONTRACTING PARTIES. The CONTRACTOR shall notify UDC of the change of address within seven (7) working days.

mailto:UDCaccountspayable@utah.gov

XIII. SECURITY MEASURES

UDC reserves the right to conduct a background check on all persons who enter UDC properties. CONTRACT staff providing services under this contract will be required to obtain Contractor Identification. Upon signing this contract, and annually throughout the contract term, the CONTRACTOR shall submit the names of all employees providing on-site services under this contract. This list will contain names, dates of birth, driver’s license numbers, and social security numbers. If any new staff begins providing services under this contract, the CONTRACTOR shall submit their name, birth date, driver’s license number, and social security number to the UDC for screening. UDC retains the discretion to deny participation of any CONTRACTOR staff based upon criminal background information or convictions. No contracted staff shall be permitted to work within the bounds and environs of this contract until the background checks have been finalized and approved. The CONTRACTOR agrees that employees entering UDC property will cooperate with all security measures, including, but not limited to, searches. CONTRACTOR agrees that the use of wireless devices within the Division of Prison Operations is prohibited, and any such use requires approval by clearance from Security Administrators.

XIV. LICENSURE

A. CONTRACTOR agrees to maintain for the duration of the contract period all licenses necessary to lawfully perform the services covered by this contract, including a Business License from the applicable jurisdiction, including licensure as a Registered Dietitian.

B. A CONTRACTOR’S business and professional license will be requested annually and shall remain on file in the Contract Coordinator’s office throughout the entire contract term.

C. If the CONTRACTOR’S employees are separately licensed, a copy of all CONTRACTOR’S employees’ professional license and business licenses will also be required.

D. CONTRACTOR further agrees to advise UDC immediately in writing of any limitation, cancellation, or other termination of such license.

XV. SUBCONTRACTORS

A. CONTRACTOR is solely responsible for SUBCONTRACTORS compliance with all the terms and conditions of the contract.

1. THE CONTRACTOR shall submit a list of all SUBCONTRACTORS employees servicing the contract.

2. If any new employee begins working under SUBCONTRACTOR, CONTRACTOR will submit their names, birth dates, driver’s license numbers and social security numbers to UDC as they begin employment.

3. CONTRACTOR will ensure SUBCONTRACTOR and SUBCONTRACTOR’S employees entering prison property will cooperate with all security measures, including, but not limited to, searches.

B. THE CONTRACTOR is liable for the performance of the SUBCONTRACTORS. THE SUBCONTRACTOR will be held to the same performance standards as the CONTRACTOR.

C. UDC will not directly pay SUBCONTRACTORS for any services under this contract. CONTRACTOR maintains sole responsibility for payment of any SUBCONTRACTORS.

XVI. MONITORING CONTRACTOR COMPLIANCE

UDC will designate staff to oversee CONTRACTOR performance under this contract. The Contract Monitoring Plan will assist the UDC staff with monitoring the compliance of the contract requirements (ATTACHMENT D).

XVII. CORRECTIVE ACTION

CONTRACTOR must acknowledge that failure to adequately perform the services as defined will result in corrective action. Issues of CONTRACTOR non-compliance will be addressed in the following manner:

A. Contract Monitor will inform the CONTRACTOR of the problem and seek resolution by a mutually agreed upon date.

B. If the issue is not resolved, the Contract Monitor will notify the CONTRACTOR in writing documenting the failure to resolve by the agreed upon deadline and send a copy to the Contract Unit.

C. If the CONTRACTOR makes insufficient effort to communicate and resolve the issue, the Contract Monitor will communicate failure to resolve to the Contract Unit.

D. As a final step the Contract Unit will issue a letter notifying the CONTRACTOR of the intent to terminate the contract if the problem is not resolved by a specific deadline. Letter will be sent certified U.S. Postal Service mail requiring a signed return receipt.

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