7-Addendum No. 3.pdf

CHATHAM COUNTY PURCHASING & CONTRACTING DEPARTMENT

ADDENDUM NO. 3 TO RFP No. 25-0048-4

FOR: ANNUAL CONTRACT TO PROVIDE FOOD SERVICES FOR THE CHATHAM

COUNTY DETENTION CENTER

PLEASE SEE THE FOLLOWING FOR RESPONSES, ADDITIONS, CLARIFICATIONS

AND/OR CHANGES:

CHANGE:

The original deadline for PROPOSALS has been extended to 5:00 P.M., JULY 29, 2025.

RESPONSES:

Q1: Please provide the County’s current Ramadan practice and if the County wishes to continue that practice. For example, do Ramadan participants receive the breakfast tray and double dinner trays, following the general population menu?

RESPONSE: Currently during Ramadan the detainees will receive their meals at 5:00 am and 7:15

pm. They receive a regular breakfast tray, bag lunch, and a regular dinner tray. This practice shall be continued and implemented with the new contract.

(a) If a different menu is served during Ramadan, please provide the menu.

RESPONSE: Menus are proprietary to the current vendor.

Q2: In reference to RFP page 23, section 5.2.6, please provide the contents currently served in the bagged / sack lunches.

RESPONSE: Currently, bagged/sack lunches consist of: 4 slices of bread, 2 (oz) ounces of one meat (i.e., turkey, turkey ham, turkey salami, turkey bologna), mustard, mayo, salad dressing, cookies, and juice.

Q3: As stated, Bagged / Sack lunches average 75 daily. Are these provided 5 or 7 days per week??

RESPONSE: Currently, bagged/sack lunches are provided (7) seven days per week.

Q4: For Kosher meals, are lacto-ovo/vegetarian meals acceptable? Or are pre-packaged frozen meals a requirement?

RESPONSE: Pre-packaged frozen meals are not required. Kosher meals are prepped and prepared in the kitchen.

Docusign Envelope ID: 57489127-A485-4B51-93E0-A46350066A31

Q5: For clarification, if pre-packaged kosher meals are required, these meals are at a higher cost.

Can these meals be billed separately at a mutually agree price?

RESPONSE: Refer to response given for Q4.

Q6: In reference to RFP page 24, section 5.2.6, Please provide what Special Diets currently receive a snack, current contents of the snack for each diet, and how many per day?

RESPONSE: Currently snacks are provided for those who are pregnant or diabetic. The snack consists of two (2) cheese sandwiches and milk. Each detainee receives (1) one of the snack combinations per day.

Q7: In reference to RFP page 24, section 5.2.6, “Alternative Safety Diet”, please provide additional information on this type of diet, contents, calorie level, etc.

RESPONSE: The “Alternative Safety Diet” is prepared for detainees who are on Special Watch, such as suicide, behavior, etc. This meal consists of finger foods and is a 2,000-calorie diet. A comparison of the “Alternative Safety Diet” vs the general population diet would be:

General Population Menu – mash potatoes > > “Alternative Safety Diet” – french fries

Q8: Will the County or the food service provider be responsible for waste services?

RESPONSE: The County will provide all waste services. The food service provider will be responsible for making sure that all waste is taken to the trash compactors. The provider must also keep all cardboard and all general trash separated.

Q9: Will the County or food service provider be responsible for pest control?

RESPONSE: The County will provide all pest control services.

Q10: In reference to RFP page 26, Section 5.2.14, does all of the equipment in the main kitchen, plating kitchen and staff dining/serving area currently in working order? If no, please provide a list of the equipment that the County has under repair or replacement.

RESPONSE: All equipment in the main kitchen, the plating kitchen and the staff dining/serving area is in working order. Additionally, (2) two new eighty (80) gallon steam kettles have been ordered to compliment the (2) two current kettles already in place.

Q11: In reference to RFP page 25, section 5.2.8, are both breakfast and lunch currently served? What are the average number of meals provided per meal period?

RESPONSE: Currently, both breakfast and lunch are served. The average number of meals provided per meal period is approximately 1300.

Q12: How long are staff meal breaks (e.g., 30 minutes or 1 hour)?

RESPONSE: Staff meal breaks are generally for one hour.

Q13: How many staff members currently work in the staff dining room?

RESPONSE: Currently, only one staff member works in the staff dining room.

Q14: Are incarcerated individuals involved in preparing or serving staff meals?

RESPONSE: Yes.

Q15: How many County staff per shift work at the facility?

RESPONSE: Total number of staff per shift varies due to personnel fluctuations.

Q16: Do inmate workers receive additional portions/trays?

(a) If so, is the food service provider allowed to bill for the additional portion/meal?

Q17: Do officers pick up the tray carts with inmate workers from the kitchen and deliver to the housing units?

Q18: Would the County be interested in a vocational training program for inmate workers in the kitchen operation that provides industry certification, job placement assistance, and scholarship opportunity?

RESPONSE: Currently, this service is already provided by the County and maintained by the

Detention Center Programs Department.

Q19: Do you currently operate an incentive program where inmates can purchase freshly prepared hot meals, using their own trust fund?

RESPONSE: No.

Q20: Do you currently operate an incentive program where friends and family can purchase meals online, and the meal is delivered to the inmate?

RESPONSE: No.

Q21: If you do not offer either program today, would you be interested in adding them?

RESPONSE: Due to space constraints, the County can not add this type of program at this time.

The County will revisit the consideration of this type of program in the future.

Q22: In reference to RFP page 28, Section 5.2.17 – Would a menu of 2800 calories per day weekly average be accepted?

Q23: For computers and printers, is there an internet data line in the main kitchen office and plating kitchen office?

RESPONSE: Internet access is provided by the County in both the main kitchen office, and the plating kitchen office.

Q24: Is there internet available in the staff dining area?

RESPONSE: Currently, internet access is not unavailable in the staff dining area.

Q25: Is there an internet data line and electrical outlet for the electronic payment system in the staff dining/serving line area?

RESPONSE: Currently, no internet data line or electrical outlet for an electronic payment system exists.

Q26: Will the County provide the food service provider with internet service for business purposes?

RESPONSE: Internet access will be provided by the County.

Q27: If not, is the provider able to use the existing infrastructure?

RESPONSE: Refer to response given for Q26.

Q28: Is the current provider on the County network or their own?

RESPONSE: The current food service provider utilizes the County network.

Q29: What internet service provider services the facility?

RESPONSE: Due to security measures, a response cannot be provided.

Q30: Please provide clarification on the Cost Proposal Form: The form indicates 5 years of pricing;

please confirm whether price adjustment will be entertained during the 5-year term or if the pricing submitted on the Cost Proposal is final for all 5 years?

RESPONSE: The County may entertain requests for price adjustments at time of contract renewal. All adjustments/changes must be approved by the Board of Commissioners.

(a). Please provide clarification on the number of meals to be used in each year and in each meal type on the Cost Proposal Form, to calculate the “Total Cost Proposal”

RESPONSE: The number of inmate meals shall coincide with the estimated daily inmate population capacity to reach 2400, as listed in the RFP document, Section 5.1.

YEAR ESTIMATED

QTY.

Inmate Meals

ESTIMATED

Special

Event/Holiday

Inmate Meal

Incentive Meal for Staff

Special

Incentive Meal for Staff

125 - Day 60 - Night

100 per

*Estimated totals referenced below does not guarantee any set quantity of meals.

*Quantities are for bid purposes only.

Q31: Option for consideration: a 5-year fixed price per meal is difficult to project and may include inflation more or less than that of a particular year. This method typically inflates the price per meal to cover risk rather than to mutually approach on a year-to-year basis. Will the County consider the following option for mutual price determination to assist with a lower budget cost for the County?

RESPONSE: Refer to response given for Q30.

(a) Given population fluctuation, provision of a price per meal scale based on average daily population to allow for price reduction when the population increases?

(b) Annual price adjustment based on Consumer Price Index (CPI) Home Away From Home?

Q32: Is it the desire for the County to have heated carts that charge on 110V or 220V?

RESPONSE: It is the County’s preference to have heated carts that charge on 110V.

Q33: Please confirm if the County will be looking for the County or vendors to make an investment in new electric heated carts. If so, please confirm how many carts will be required.

RESPONSE: The County will invest in new electric heated carts that has the capacity to hold a total of 2000 trays.

Q34: Does the facility have sufficient 110V/220V outlets for properly maintaining temperature while staging heated carts?

RESPONSE: This will be addressed once the determination is made for the total number of carts needed. The County will provide the required number of outlets.

Q35: For confirmation, who will provide the trays that are compatible for the heated delivery carts?

RESPONSE: The County will be responsible to provide the trays that are compatible to the heated delivery carts.

Q36: Please confirm if electric warming carts are considered a kitchen appliance and the responsibility of the County to repair or replace.

RESPONSE: The electric warming cart shall be considered a kitchen appliance. The County will be responsible for its repairs and/or replacement.

Q37: Page 28, Section 5.2.21, please clarify the number of visits per year and whether these visits are conducted by the provider's registered dietitian.

RESPONSE: It will be the responsibility of the food service provider to have a registered dietitian.

The County will also have a registered dietitian to verify the quality and nutritional value of all meals served.

Q38: Page 21, Section 5.2.3B, Are the inmate workers given double portions?

If so, how many workers receive double portions throughout the facility?

RESPONSE: Currently, approximately 200 workers receive double portions.

RFP DUE DATE SHALL BE EXTENDED TO: 5:00 P.M., JULY 29, 2025

PROPOSER IS RESPONSIBLE FOR MAKING THE NECESSARY CHANGES AND MUST

ACKNOWLEDGE RECEIPT OF ADDENDUM.

DATE ANGELA JEAN FLEMING

INTERIM PURCHASING DIRECTOR

CHATHAM COUNTY, GEORGIA

7/22/2025