8-SHE128056 General Requirements.pdf

SHE128056 Heated Ambient Food Tray Delivery System

GENERAL REQUIREMENTS

1.0 SCOPE:

Salt Lake County Contracts and Procurement, on behalf of Salt Lake County Sheriff’s Office, invites your company to bid on contracting for design, manufacture, and delivery of specifically built tow-sided Heated Ambient Food tray Delivery Systems (hereafter referred to as “food carts” or “units”) for use at the Salt Lake County Metro Jail (Adult Detention Center “ADC”), located at 3415 S. 900 W. Salt Lake City, UT, 84119.

The contract will cover the purchase of the custom-built food carts as well as as-needed replacement parts, which must be requested through a written, signed purchase order issued by the County. The agreement will also include provisions for warranty coverage, optional extended warranties, service agreement options, trade-in allowances, and the legal and environmentally compliant disposal and removal of existing food carts which the Jail no longer requires.

The contract will be limited exclusively to the procurement of the specifically designed food carts and associated parts and services described above. It does not authorize the purchase of any other products or services which the vendor may offer.

The Jail kitchen operates under conditions that are significantly different from a typical commercial kitchen. The first distinguishing factor is the high volume of meals prepared and served each day. When the facility is near full capacity, the kitchen routinely produces approximately 52,000 meals per week. Each mealtime requires simultaneous preparation and delivery of 2,500 or more meals, all served at roughly the same time.

This level of volume demands a highly efficient, uninterrupted workflow.

It is essential the new food carts integrate seamlessly with existing operations. The carts must function in a way which minimizes any learning curve or operational adjustment for staff and inmate workers who must maintain a fast-paced, high-volume service schedule. Minor design differences could disrupt established procedures and negatively impact kitchen efficiency.

The jail kitchen is also unique due to its reliance on inmate labor, which introduces security considerations not present in most commercial kitchens. All equipment must be designed to prevent misuse, including the possibility of inmates breaking off components to create weapons or using equipment to hide contraband. Maintaining a secure, tamper-resistant kitchen environment is critical to ensuring the safety and orderly operation of the facility.

Bidders will be required to complete and submit the Specifications document as part of their bid to show compliance with the specific requirements of this solicitation.

2.0 CONTENTS:

If any provision or specification in this “Request for Bids and Resulting Contract” (RFC) is ambiguous or is disputed by a bidder, the bidder must notify the County Contracts and Procurement Division prior to the opening of the bids. No dispute or protest concerning the ambiguity of these specifications or provisions of this RFC shall be accepted following opening of the bids.

3.0 QUESTIONS:

Questions shall be submitted through Bonfire – Utah Public Procurement Portal.

Questions are due prior to the question date and time specified. If a question/answer changes the RFC document, the change will be released in an addendum. Do NOT contact the Agency, Division, Department, or other County officers or employees.

4.0 CONTRACT TERM:

The contract resulting from this solicitation will become effective on the date of execution with a six (6) year term. The County reserves the right to review the contract on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

5.0 PRE-BID CONFERENCE:

A pre-bid site visit will be held on February 4th at 10:00am. To request a seat at this conference, please send an invitation request via email to Serena Briggs at SerBriggs@saltlakecounty.gov. Attendance is not mandatory, but it shall be the sole responsibility of the bidder to attend this conference. Bidders not attending do so at their own risk. The written questions submitted, along with any other additional information pertaining to the clarification of specifications, will be discussed in detail at this conference. Bidders shall thoroughly familiarize themselves with this solicitation document including specifications prior to attending the conference. Verbal statements or information given at a site visit is not binding on the bidder or the County unless released in a bid amendment.

** FOR ALL THOSE WHO PLAN TO ATTEND THE PREBID CONFERENCE the jail access pass application must be completed and emailed to phansen@saltlakecounty.gov and morley@saltlakecounty.gov at least 3 days prior to the prebid conference and must be approved before entering the jail. Upon award the contractor’s employees who will be working onsite must also hold an approved access pass. Access will not be permitted without an approved application.

6.0 ANNUAL PURCHASES:

No minimum or maximum quantity or purchases under this contract can be specified.

For information purposes only and not as a guarantee of usage by the County, the County anticipates and estimated purchase of 30 food carts during the first year and approximately 5 units per year, thereafter.

7.0 PRICING:

Bidders are to complete and submit the Pricing Schedule attachment as part of their bid.

Contracted pricing must include all associated costs, including shipping, handling, and mailto:SerBriggs@saltlakecounty.gov any applicable service charges. Delivery charges are to be shipped FOB destination, Freight Pre-paid.

Pricing evaluation will be based on the grand total as shown on the bidders’ Pricing Schedule.

8.0 TRADE-INS:

If a unit is deemed to have no trade-in value, the County may require the Contractor to remove and dispose of the old unit in a manner that is legal, environmentally compliant, and consistent with current standards. For all trade-ins and disposals, the Contractor shall coordinate with the Sheriff’s Asset Coordinator prior to removing any unit from County property to ensure all required documentation is completed.

8.0 DELIVERY:

All orders shall be delivered to: Metro Jail, 3415 South 900 West, Salt Lake City, Utah, 84119. For new unit purchases, delivery shall be made within eight weeks of the vendor receiving a written, signed purchase order from the County. All prices must include delivery charges and be shipped FOB destination, Freight Pre-paid.

9.0 AWARD:

Salt Lake County may award bids and contracts to vendors through a preference system. Please refer to the preference attachment.

Salt Lake County may reject any or all bids if it is deemed to be in the best interest of the County.

Award will be to the lowest responsive, responsible bidder bidding the lowest grand total as shown on respective bidders’ Pricing Schedule.

9.0 REFERENCES/EXPERIENCE:

Bidders must complete and submit a minimum of two (2) completed reference forms as part of their bid. Bidders who do not meet this requirement will be deemed non-responsive and ineligible for award under this solicitation. Additionally, low ratings or unfavorable comments provided on the reference forms and/or publicly available information may result in the bid being non-responsive.

Should the County have previous experience contracting with the Bidder, the County may, as part of the reference evaluation process, consider any past interactions or performance history, whether positive or negative, when assessing the Bidder’s responsiveness and responsibility. This provision will not apply to the two (2) required references as part of this solicitation.

Bidders are required to have been in business for a minimum of three (3) years and hold and maintain the legally required license(s) to do business in Utah throughout the term of the contract. Additionally, bidders must have at least three (3) years of experience providing customers with customized Heated Ambient Food Tray Delivery Systems.

10.0 PARTIAL BID SUBMISSION:

Submission of a partial listing of items on the bid schedule sample list may result in your bid being deemed non-responsive.

11.0 NON-EXCLUSIVE CONTRACT:

The contract to be awarded shall be non-exclusive. Salt Lake County reserves the right to purchase, at its discretion, any product or service covered by the resulting contract from other sources during the term of the contract.

12.0 AUDITING:

The vendor agrees to make available to Salt Lake County all records; invoices, or documentation relative to this contract, and to assist Salt Lake County personnel in performing periodic audits and price checks. Bidder agrees to provide requested information within 5 working days.

13.0 PRICE ESCALATION / DE-ESCALATION:

Prices must be guaranteed for the full term of the contract.

The County reserves the right to review the contract on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract. This includes, but is not limited to, making replacements, additions, and subtractions to the list of machines requiring monthly preventative maintenance. If any of these modifications will result in a financial change that is not already addressed in the Contract’s existing terms, a written amendment shall be required before the change is made.

14.0 TERMS AND CONDITIONS

Bidder agrees that if awarded a contract under this solicitation, Salt Lake County’s Terms and Conditions, attached, will apply. In the event the bidder’s terms and conditions conflict with Salt Lake County’s terms and conditions, Salt Lake County’s terms and conditions will control.

15.0 REQUIRED INSURANCE POLICIES:

GENERAL INSURANCE REQUIREMENTS FOR ALL POLICIES.

A. Any insurance coverage required herein that is written on a “claims made” form rather than on an “occurrence” form shall (i) provide full prior acts coverage or have a retroactive date effective before the date of this Agreement, and (ii) be maintained for a period of at least 3 (three) years following the end of the term of this Agreement or contain a comparable “extended discovery” clause. Evidence of current extended discovery coverage and the purchase options available upon policy termination shall be provided to the County.

B. All policies of insurance shall be issued by insurance companies licensed to do business in the State of Utah and either:

(i) Currently rated A- or better by A.M. Best Company;

—OR—

(ii) Listed in the United States Treasury Department’s current Listing of Approved Sureties (Department Circular 570), as amended.

C. Bidder shall furnish certificates of insurance, acceptable to the County, verifying the foregoing matters concurrent with the execution hereof and thereafter as required.

D. In the event any work is subcontracted, Bidder shall require its subcontractor, at no cost to the County, to secure and maintain all minimum insurance coverages required of the Bidder hereunder.

E. In the event that governmental immunity limits are subsequently altered by legislation or judicial opinion, Bidder shall provide a new certificate of insurance within 30 (thirty) days after being notified thereof in writing by the County, certifying coverage in compliance with the modified limits or, if no new limits are specified, in an amount acceptable to the County.

F. All required certificates and policies shall provide that coverage thereunder shall not be canceled or modified without providing 30 (thirty) days prior written notice to the County in a manner approved by the County District Attorney.

G. In the event Bidder fails to maintain and keep in force any insurance policies as required herein, County shall have the right at its sole discretion to obtain such coverage and reduce payments to Bidder for the costs of said insurance.

REQUIRED INSURANCE POLICIES.

Bidder agrees to secure and maintain the following required policies of insurance in accordance with the general insurance requirements set forth in the preceding subsection:

A. Workers’ compensation and employer’s liability insurance as required by the State of Utah unless a waiver of coverage is allowed and acquired pursuant to Utah law. This requirement includes Bidders who are doing business as an individual and/or as a sole proprietor as well as corporations, limited liability companies, joint ventures and partnerships. In the event any work is subcontracted, Bidder shall require its subcontractor(s) similarly to provide workers’ compensation insurance for all of the latter’s employees, unless a waiver of coverage is allowed and acquired pursuant to Utah law.

B. Commercial general liability insurance on an occurrence form with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general policy aggregate and $2,000,000 products completed operations policy aggregate. The policy shall protect the County, Bidder, and any subcontractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from Bidder’s operations under this Agreement, whether performed by Bidder itself, any subcontractor, or anyone directly or indirectly employed by either of them. Such insurance shall provide coverage for premises operations, acts of independent Bidders, and completed operations.

C. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence.