REQUEST FOR PROPOSAL

BEAUFORT COUNTY DETENTION CENTER

FOOD SERVICES PROGRAM

RFP # 062226

Prepared By: Detention Center

Dated: Tuesday, May 19, 2026

Proposal Due Date: Monday, June 22, 2026, 3:00 pm (EST)

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NOTICE

COUNTY COUNCIL OF BEAUFORT COUNTY

PROCUREMENT SERVICES DEPARTMENT

106 Industrial Village Road, Bldg. 2 Post Office Drawer 1228 Beaufort, South Carolina 29901-1228

PROPOSAL NOTICE NO. 062226

CLOSING DATE AND TIME: Monday, June 22, 2026, 3:00 pm PROPOSAL TITLE: Beaufort County Detention Center Food Services Program

You are invited to submit a proposal, in accordance with the requirements of this solicitation which are contained herein.

There will be a Non-Mandatory Pre-Proposal meeting at 2:00 pm (EST) on Tuesday, June 2, 2026 at Please email gmurray@bcgov.net for your TEAMS invitation. Please contact gmurray@bcgov.net for the meeting link. All vendors are encouraged to attend.

In order for your proposal to be considered, it must be submitted through the Procurement Portal no later than 3:00 pm (EST) on Monday, June 22, 2026, at which time respondents to this request will be recorded in the presence of one or more witnesses. RFPs received after the time specified will not be considered. Due to the possibility of negotiation with all respondents, the identity of any respondents or the contents of any proposal shall not be public information until after the contract award is made; therefore, the public is not invited to the proposal closing.

Proposals must be submitted through the Procurement Portal at https://procurement.opengov.com/portal/bcgov. If you are not already registered, please register as a Vendor. There is no cost to register your company. This will allow you to submit your RFP electronically.

All submittals (see Submission Requirements) received in response to this Request for Proposal will be rated by a Selection Committee, based upon the Evaluation Criteria contained within this

RFP. If the best proposal respondent is clearly identified from the point summary, there will not be a need for oral presentations. If not, then an oral presentation from a minimum of the top two rated firms shall be required.

This solicitation does not commit Beaufort County to award a contract, to pay any costs incurred in the preparation of a proposal, or to procure or contract for the articles of goods or services. The

County reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with all qualified firms, or to cancel in part or in its entirety this solicitation, if it is in the best interests of the County to do so.

Dave Thomas, Procurement Services Director

(843) 255-2304 https://procurement.opengov.com/portal/bcgov

RFP #062226 DOCUMENTS Page 3

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IMPORTANT ELECTRONIC SUBMITTAL REQUIREMENTS

Response submittals for this Request for Proposal will ONLY be received electronically and must be submitted ONLINE, through the Procurement Portal, no later than 3:00 pm on Monday, June

22, 2026.

All responses must adhere to the following guidelines:

• Suppliers are encouraged to submit responses as soon as possible. Responses are received through our secure Procurement Portal and cannot be opened prior to the due date and time. The time and date of receipt as recorded by the server will serve as the official time of receipt. The County is not responsible for late submissions, regardless of the reason.

• All requested information and forms MUST be uploaded as indicated in the

PROPOSAL SUBMITTAL Section. If you have a problem with your submittal, you may contact Support through the Procurement Portal.

https://procurement.opengov.com/portal/bcgov/projects/266826/document?section=2569622 mailto:cservice@vendorregistry.com

RFP #062226 DOCUMENTS Page 5

TITLE VI STATEMENT

COUNTY COUNCIL OF BEAUFORT COUNTY

Title VI Statement to Prime Contractors, Subcontractors, Architects, Engineers, and

Consultants

It is the policy of the County Council of Beaufort County, South Carolina, hereafter referred to as

“Beaufort County” or “the County”, to comply with Title VI of the 1964 Civil Rights Act (Title

VI) and its related statutes. To this end, Beaufort County assures that no person shall be excluded from participation in, denied the benefit of, or subjected to discrimination under any of its programs or activities on the basis of race, color, national origin, age, sex, disability, religion, or language regardless of whether those programs and activities are Federally funded or not. The

County is also committed to assuring every effort will be made to prevent the discrimination of low-income and minority populations as a result of any impact of its programs or activities. Beaufort County also assures that every effort will be made to prevent discrimination through the impacts of its programs, policies, and activities on minority and low-income populations. Additionally, the County will take reasonable steps to provide meaningful access to services for persons with limited English proficiency. In addition, Beaufort County will not retaliate against any person who complains of discrimination or who participates in an investigation of discrimination. Beaufort County will, where necessary and appropriate, revise, update, and incorporate nondiscrimination requirements into appropriate documents, directives, and regulations.

Pursuant to Title VI requirements, any entity that enters into a contract with Beaufort County including, but not limited to Prime Contractors, Subcontractors, Architects, Engineers, and

Consultants, may not discriminate on the basis of race, color, national origin, age, sex, disability, religion, or language in their selection and retention of first-tier subcontractors, and first-tier subcontractors may not discriminate in their election and retention of second-tier subcontractors, including those who supply materials and/or lease equipment. Further, Contractors may not discriminate in their employment practices in connection with highway construction projects or other projects assisted by the U.S. Department of Transportation (USDOT) and/or the Federal

Highway Administration (FHWA).

In all solicitations either by competitive bidding or negotiation made by the Contractor for work to Beaufort County to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Contractor of the Contractor's obligations under the contract and the Title VI regulations relative to nondiscrimination on the basis of race, color, national origin, age, sex, disability, religion, or language by providing such a statement in its bidding and contract documents.

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Upon request, the Contractor shall provide all information and reports required by Title VI requirements issued pursuant thereto, and shall permit access to its books, records, accounts and other sources of information, and its facilities as may be determined by Beaufort County, USDOT, and/or FHWA to be pertinent to ascertain compliance with such regulations, orders, and instructions. Where any information required of a Contractor is in the exclusive possession of another who fails or refuses to furnish this information, the Contractor shall so certify to USDOT or FHWA, as appropriate and via Beaufort County, and shall set forth what efforts it has made to obtain the information. In the event of the Contractor's non-compliance with nondiscrimination provisions of this contract, USDOT may impose such contract sanctions as it or FHWA may determine to be appropriate, including, but not limited to:

• Withholding of payments to the Contractor under the contract until the Contractor complies, and/or

• Cancellation, termination, or suspension of the contract, in whole or in part.

In the event a Contractor becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of this direction to comply with Title VI, the Contractor may request USDOT to enter into such litigation to protect the interests of USDOT and FHWA. Additionally, the

Contractor may request the United States to enter into such litigation to protect the interests of the

United States. Any person or Subcontractor who believes that they have been subjected to an unlawful discriminatory practice under Title VI has a right to file a formal complaint within one hundred eighty (180) days following the alleged discriminatory action. Any such complaint must be filed in writing or in person:

Beaufort County Government Post Office Drawer 1228 | Beaufort, SC 29901-1228

843-255-2304 Telephone | E-mail: dthomas@bcgov.net mailto:dthomas@bcgov.net

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INSURANCE REQUIREMENTS

4.1. INSURANCE REQUIREMENTS

4. 1.1 INSURANCE REQUIREMENTS: Prior to commencing work/delivery hereunder, contractor/vendor, at his expense, shall furnish insurance certification showing the certificate holder as Beaufort County, P. O. Drawer 1228, Beaufort, SC 29901, Attention: Risk Management Director, and with a special notation naming Beaufort County as an additional insured on the liability coverages. Minimum coverage shall be as follows:

4.1.2 Worker’s Compensation Insurance – Contractor shall have and maintain, during the life of this contract, Worker’s Compensation Insurance for his or her employees connected to the work/delivery, in accordance with the Statutes of the State of South Carolina and any applicable laws. Employers Liability minimum limits required $500,000

4.1.3 Commercial General Liability Insurance - Contractor shall have and maintain, during the life of this contract, Commercial General Liability Insurance. Said Commercial General Liability Policy shall contain

Contractual Liability and Products/Completed Operations Liability subject to the following minimum limits:

$1,000,000 Each Occurrence/ $2,000,000 General Aggregate and $2,000,000 Products/Completed

Operations Aggregate naming Beaufort County as an additional insured.

4.1.4 Comprehensive Automobile Liability Insurance – The Contractor shall have and maintain, during the life of this contract, Comprehensive Automobile Liability, including non-owned and hired vehicles, of at least $500,000 COMBINED SINGLE LIMIT.

4.2.1 ADDITIONAL INSURANCE REQUIREMENTS: Umbrella Liability Insurance – Contractor shall have and maintain, during the life of this contract, Umbrella Liability Insurance with a minimum limit of $2,000,000

4.2.2 Builders Risk/Instillation (For Construction Projects Only) Contractor is to provide

Builders Risk/Instillation coverage at finished replacement cost value. The coverage is to include building materials in transit or at the job site location.

4.2.3 Professional Liability (Errors & Omissions): (For Professional Services Only) Professional

Liability Insurance protects against losses that occur when a “professional” errors in judgement, planning, and design could result in economic loss to the entity or county. In order to determine if Professional Liability should be required ask yourself: Is the professional licensed or certified (i.e. architects, consultants, auditors, attorneys, engineers, etc.)? Required if a contractor is performing any type of design/build for a particular project. The vendor shall maintain a limit no less than $1,000,000 per occurrence:

4.3 The required insurance policy at the time of issue must be written by a company licensed to do business in the

State of South Carolina and be acceptable to the County.

4.4 The Contractor/vendor shall not cause any insurance to be canceled or permit any insurance to lapse. All insurance policies shall contain a clause to the effect that the policy shall not be canceled or reduced, restricted or limited, until fifteen (15) days after the County has received written notice, as evidenced by return receipt of registered or certified letter. Certificates of Insurance shall contain transcript from the proper office of the insurer, the location, and the operations to which the insurance applies, the expiration date, and the above-mentioned notice of cancellation clause.

4.5 The information described above sets forth minimum amounts and coverages and is not to be construed in any way as a limitation on the Contractor’s liability.

SCOPE OF WORK

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Non-Mandatory site visit to be held from 9am-9:30am on Tuesday June 9th. Please rsvp to gmurray@bcgov.net.

5.1. Scope of Work

Beaufort County is seeking the services of Contractor shall furnish all labor, food, beverages, materials, supplies, and chemicals necessary to provide food services for the inmates and staff at the Beaufort County Detention Center Facilities. Food Service preparation activities shall be performed in the Detention Center. Services must be in accordance with the South Carolina

Minimum Standards for Local Detention Facility as well as meet all SC Carolina State requirements to include the South Carolina Department of Health, the South Carolina

Department of Agriculture, and the South Carolina State Fire Marshalls Office.

The Contractor shall also provide staffing and meals for the Detention Center. Beaufort County may require service to additional sites in the future.

The Contractor shall serve from a twenty eight (28) day cycle menu, at proper temperature, nutritious, wholesome, and palatable meals and special diets to the inmates, staff and designated visitors of Detention Center in accordance with the terms of the agreement. Contractor will provide meals and food service three (3) times during each twenty-four (24) hour period, seven

(7) days per week, with no more than fourteen (14) hours between the evening meal and breakfast. Beaufort County does not and will not guarantee the number of meals required. Meals shall meet or exceed all present local, county, state, and federal laws and ACA (American

Correctional Association), NCCHC (National Commission on Correctional Healthcare), and other regulations relating to standards for food service in correctional facilities for Beaufort

County, SC. The Contractor must insure compliance with American Correction Association

Certification Standards for Food Service Programs (January 1989 or most recent). The

Contractor shall manage a civilian and inmate kitchen staff which shall prepare pre-plated meals for service on thermal insulated trays

The Contractor will be responsible for sanitizing the food service equipment for re-entry into the food delivery cycle. Offeror should indicate how tray assembly will be accomplished and portions controlled equally, for all inmates.

5.2. Food Quality

The Contractor shall use the following standards for purchase of raw food products:

USDA Good Graded Beef or USDA Good Graded Lamb may be used for pot roast or stews.

Otherwise, only first quality foods, such as Grade A eggs, Grade A or B poultry, U.S. Choice

Grades of Beef, Grade A or B fancy fresh or frozen vegetables and fruits and Grade A or B canned goods shall be used. All foods served shall be wholesome and free from spoilage. Dented canned items are not acceptable.

Any item containing any pork product or pork derivative shall not be used. Beaufort County may require manufacturer’s statement of ingredients for items used by Contractor. Gelatins with pork derivatives are not acceptable.

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Ground beef and ground beef patties shall be provided with a minimum lean to fat ratio of 75/25.

Ground beef shall not contain any: gland meat, bull meat, stag meat, or head meat. Only USDA inspected meat is acceptable.

All food and beverage products used in the performance of this Agreement must be served prior to the expiration date, when so dated.

Beaufort County encourages the Contractor to serve fresh vegetables. The food must be of sufficient nutritional value and quantity to satisfy, within reason, the inmates' needs.

5.3. Menu and sample tray retention

The Contractor shall base its proposal and serve the menus based upon the menus written and submitted with its proposal. Offeror is required to include in their proposal a twenty eight (28) day cycle menu, which shall be used for not less than the first six months of operation. The menu should be a minimum of 3200 calories per day for adults and 3400 calories per day for juveniles, averaged per week, and meet all ACA and NCCHC standards. The nutritional values, variety, quality, and appearance of meals shall be consistent with the Recommended Dietary Allowances, American Correctional Association Standards, and South Carolina Standards for Adult Detention

Facilities. Proposals shall be prepared based on the menus submitted with the offeror’s proposal.

Menus will be certified by a registered dietitian with correctional experience.

Breakfast Menus will consist of only (3) meat days; being Sunday, Wednesday, and Friday. No pork or pork by-products are to be used for inmate meals. Any and all menu substitutions must be approved in advance, in writing, by the Beaufort County Detention Center. All written menu portion sizes shall be identified as cooked weight or raw. Any change in portion size or additional items or substitutions, shall meet American Correctional Association Certification

Standards for Food Service Programs and be subject to the approval of the Detention Center

Director. Menus shall be available for a minimum of four (4) weeks in advance and kept on file a minimum of three (3) years, with records of meals actually served.

Records of all special diets served, substitutions and diet orders, shall be retained at the site office permanently. Special medical or religious diets may be ordered from time to time. Sack

(cold) meals are required for all general population inmate lunches and may be required for inmates being transported to another facility.

The basic food groups shall be used in establishing a minimum basic food ration for inmates as determined by a registered dietician or other appropriate medical authority

Inmate workers are provided a heavier meal, e.g. Double meat and double dessert at dinner meal each day. Average number of inmate workers is 10 per day.

A signed nutritional statement by a registered dietitian must accompany each menu. The nutritional statement must indicate that the menu meets all requirements of the Detention Center, the ACA, NCCHC, and the Beaufort County Contract. The Contractor shall submit a nutritional analysis for each menu with its bid.

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Meals will be prepared fresh, each day and be served between the hours of (approximately)

5:30 a.m. to 6:00 p.m. A thermal tray system will be used for inmate meals; however, all inmate

(cold) lunches will be packaged in a clear plastic Wrap.

Offerors should calculate the approximate number of meals to be served, based on the daily population estimated ranges at between 200-255 inmates and 10-15 staff members.

Hours of service:

1. Breakfast: 5:00 a.m. – 6:30 a.m.

2. Lunch : 12:00 p.m. – 1:00 p.m.

3. Dinner : 5:00 p.m. – 6:00 p.m.

Under no conditions must there be more than 14 hours between meals.

The Contractor will be required to serve the same meals, i.e. the same food items and beverage items to all inmates at any meal. With the exception of special medical or religious diets, serving more than one menu at any meal period to the general inmate population, will be considered a material breach of the contractual agreement, and may be cause for Beaufort County to immediately terminate the contract, or Beaufort County may assess a fine to the contractor in the amount of $500.00 for the first occurrence, and $1,000.00 for subsequent occurrences in any six month period.

A sample tray with items that are prepared, mixed, cooked or baked is to be retained at each kitchen where the food cooking is performed, in a frozen state for 72 hours. For large casserole dishes, a minimum of 2 oz. of the casserole will be sufficient. Each tray is to be covered with plastic film. All trays are to be labeled with the date, time of day, menu cycle, and meal number and the tray preparer’s initials.

5.4. Special diets and juvenile meals

Contractor shall prepare special medical diet meals consistent with the general population cycle menu, where such diets are ordered by Beaufort County Detention Center Medical Care provider with the approval of the Beaufort County Detention Center Director or Designee. Special diets shall conform to medical and NCCHC criteria provided to Contractor and shall be served as ordered, at the same cost per meal as a standard general population meal. Liquid supplements

(such as “Ensure”) shall be provided by Food Service Contractor. Diabetic snacks are to be included and delivered with the Dinner meal at no additional charge to Beaufort County.

Contractor shall provide special medical diets based on the list of diets as listed in the agreement.

Contractor shall provide meals when inmates' religious beliefs require their adherence to dietary restrictions.

The Contractor shall provide juvenile meals for adolescent inmates requiring meals with nutrients and or 3400 calories as required by the RDA standards. Meals are to be priced

RFP #062226 DOCUMENTS Page 11 separately as indicated on the pricing page. A juvenile meal menu should be included in the

Proposal response.

5.5. Special functions, holidays

Contractor shall prepare special menus for meals to be served on the following holidays:

Memorial Day, July 4, Labor Day, Thanksgiving, and Christmas, or as determined by the

Detention Center, but not less than five (5) times annually. Such menus shall be submitted in advance for approval by the Detention Center Director. Price for these meals shall be the same price per meal as a general population cycle menu meal.

Offerors should note, larger than usual portion sizes for these holiday meals. The holiday meal is to be served at 12:00 p.m. to 1:00 p.m. for lunch (not for supper).

The Detention Center Director may, from time to time, require special meals for guests or for meetings. Contractor shall provide meal planning and food services for such events when requested.

The cost for such services shall be negotiated prior to service and approved in writing by the

Detention Center Director.

5.6. Staff dinning

The Contractor shall, in addition to providing inmate food services, provide food services shift work correctional officers.

Menus for staff should be prepared and approved by the Detention Center Director or designee at least 30 days in advance of service.

The Detention Center requires the contractor to adhere to ACA and NCCHC standards for staff meals. Staff meals should be of higher quality and variety then meals prepared for inmates. Some food items may be the same as those for inmates. Correction Officers meals should be considered

"home style" or "street food" featuring the required nutritional content, adequate quantity, and appealing in such a way as to improve or sustain the moral of Correction Officers. A salad bar for Corrections Officers should be offered for the afternoon meal.

Staff meals menu should be included with the offeror’s proposal.

5.7. Meal Orders

The Kitchen contractor will communicate with the Detention Center Booking Officer prior to meal preparation to received the inmate count for each meal service. The Detention Center

Office may change prior the number of meals required for delivery to the areas of need as a result of transfers and discharged inmates. Contractor will charge for meals served or ordered, whichever is greater, based upon the order for each serving period.

5.8. Annual price adjustment

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The price per meal shall remain firm for the first year following award of the contract.

Thereafter, the Contractor or Beaufort County shall be entitled to request an annual price adjustment which shall be calculated in the manner provided by this paragraph. The request for price adjustment by the Contractor shall be submitted to the Procurement Director within thirty

(30) days before the contract anniversary date of each year, beginning with the end of the 1st year of the contract term. The Procurement Department shall notify the Contractor of its request for an extension of the term of the agreement within the same time period.

Price adjustment shall be based upon the Index for “Food Away From Home, for All Urban

Consumers, for United States City Average” of the Consumer Price Index, as published by the

United States Department of Labor, Bureau of Labor Statistics.

A price increase or decrease will be determined by dividing the current index for a contract anniversary month by the same prior year month’s index. All calculations will be carried to two places only, with rounding to the next digit. Increases shall not exceed two percent (2%) annually from one adjustment period to the next.

The consideration of escalation and the renewal of each contract year is at the discretion of

Beaufort County.

5.9. Delivery of food to inmates

Heated food delivery carts will be used for the delivery of all food and meals from the kitchen to the housing units. It will be the responsibility of the Contractor to provide such meal carts.

Offerors are required to detail in its proposal the type, size and model of all delivery carts proposed for use.

All delivery carts used by the contractor while serving the Detention Center shall be the property of the contractor and as such, all costs for maintenance and repair shall be borne by the contractor.

5.10. Kitchen inmates and indemnification

The Beaufort County Detention Center will make available without cost to Contractor, inmates to assist with food delivery and preparation. Inmates are to be cleared by the Detention Center

Medical Provider, prior to starting work.

Contractor shall be fully responsible for the training and supervision of all assigned inmates.

Contractor may at its discretion accept or reject any or all inmates on any given shift, at any time.

The Detention Center will require the Contractor to use the Detention Center administrative procedures for the discipline of or removal of inmates from any kitchen. Kitchen inmates will not be permitted to leave the confines of the Detention Center for any reason or ride in any

Contractor’s Vehicle at any time.

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Kitchen inmates receive two portions of the standard meat and dessert whenever they are assigned to the kitchen area(s). Kitchen inmates receive no other compensation or gratuity for their kitchen duties. Inmates are not to be paid by Contractor nor become employees of the

Contractor.

The Detention Center shall be responsible for security and shall be entitled to remove any or all inmate(s) at any time from kitchen or food service assignment, if in its discretion the inmate(s) presence poses or creates a security risk. Contractor shall indemnify and hold harmless, Beaufort

County, its officials, officers, employees and agents from and against all liability for loss, costs, damages, injuries and claims which may result from the Contractor’s use of inmates in the food service operation at the Detention Center when such liability is attributable to any act of negligence or omission by Contractor, its officers, employees, agents, consultants, sub-contractors, vendors, owners, or shareholders.

The indemnities herein provided for are in addition to all other indemnities provided for in the

Contract for Services.

5.11. Food service employees

Beaufort County Detention Center is specifically interested and concerned about the quality and ability of Contractors employees, including the Food Service Director, Assistant Director, Chefs, Cooks, etc. The management and control of inmates, quality, portions, and timelines are generally related to the performance of the on-site staff. The Offeror should address in its proposal, how employees will be recruited, hired, trained, supervised, and motivated to meet the needs of the Detention Center Facilities.

The Offeror should include a list of positions and the corresponding range of wages per hour to be paid. Beaufort County will require the Contractor to pay at least the minimum wage stated in the range for each position. The Contractor should allow at least seven days for the Detention

Center to process a criminal records check, prior to beginning the employment of any new person. Potential employees with any criminal record shall not be offered employment or employed by the Contractor.

The Contractor shall provide a Food Service Director and / or not less than one full-time supervisor(s), to be in attendance whenever the kitchens are in operation, to assure quality performance.

Any change in supervisory personnel must be cleared in advance, and approved by the Detention

Center Director. A complete roster of all employees’ names, addresses, and Phone numbers shall be kept in the Contractor’s site office and shall be updated and submitted quarterly to the

Detention Center for the records.

All Contractor employee training by the Contractor must be documented and meet current published ACA and NCCHC guidelines. A Training Plan shall be submitted as part of the

Proposal, demonstrating how Offeror would comply with the requirements of this section. The final plan to be used for employee training must be approved by the Detention Center.

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The Contractor shall provide the staff necessary for the full and timely delivery of food services at all times during the term of the Agreement.

5.12. Security

All employees shall be thoroughly screened by the Detention Center before commencing work at the Detention Center, due to their contact with inmates, and other matters relating to security.

The Detention Center shall have the sole right, at any time, to reject any such employee who, in the Detention Center’s judgment poses a risk or potential risk to the security or operations of the

Detention Center.

5.13. Energy conservation

The Contractor’s work force shall perform services in such a manner as to conserve electricity, gas, and water as part of the scope of operations under the agreement. The Contractor shall structure and implement a recycling plan.

5.14. Inspections and reports

At the end of each quarter during the term of the Agreement, the Detention Center shall designate representatives to function as a formal inspection and evaluation team. This team shall evaluate food portion sizes, food temperature and compliance with health and safety issues. As a part of this evaluation, the team may meet with inmates to review their needs and desires regarding food services. A report will then be prepared by the Detention Center’s Office and forwarded to the Contractor for review. Additional inspections (scheduled or unscheduled) may be conducted by the Detention Center or any persons authorized by Beaufort County at any reasonable time and from time to time during the term of the Agreement.

5.15. Key control

The Contractor shall have keys and access to those areas where food and supplies are stored and processed.

The Contractor will have control of and access to the kitchen, except for matters related to security, fire protection, and building repair; in these specific instances, the Detention Center shall have absolute control and shall maintain a master set of all keys.

5.16. Contingency planning

Each offeror shall provide in its proposal, a contingency plan for providing service in the event of lockdowns, strikes by Contractor's employees, natural disasters, inclement weather, threat of natural disasters or inclement weather, riots, fire, power failure or other catastrophic events that may curtail or impact the normal operation of the Detention Center. Contingency Plans shall include the Contractor’s plans for providing uninterrupted food services including, but not limited to, designation of off-site locations for food preparation where necessary; alternative staffing plans; and any other proposals to demonstrate Contractor’s capability of responding to catastrophic occurrences.

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The Contractor will be required to have on site, not less than seven (7) days of three (3) complete meals, in case of emergency.

5.17. Uniforms and laundry

Each offeror shall submit a detailed description of the uniforms proposed to be worn by on-site paid civilian personnel. Employee uniforms shall not be similar in color to that of inmate uniforms. All uniform costs for employees shall be borne by the Contractor.

The Contractor shall furnish kitchen towels, aprons, tablecloths, and cloth napkins and other linen items for special functions as may be required, and will launder or have these items laundered at its expense. All Contractor employees are required to wear an approved uniform when in the Detention Center. Contractor’s management staff will be permitted to wear business attire.

5.18. Maintenance of facilities and equipment

The Detention Center will furnish repairs to the facility structure, including roof, ceilings, walls, floors, docks exterior surfaces, plumbing and sewers behind floors or walls, elevators and general fire protection systems, security monitoring systems, HVAC, exhaust systems and all other structural components of the buildings. Repairs due to negligence or abuse by the

Contractor’s employees will be charged to the Contractor.

The Detention Center shall provide and assume at its expense preventative maintenance and repair of all kitchen equipment (including hoods, kitchen fire protection equipment, kettles, ovens, tray washers, food service carts and conveyor equipment), the painting of all interior surfaces, the maintenance and repair of food carts, and the maintenance and repair of all electrical heating and refrigeration units existing within the preparation, service, receiving and storage areas. The Detention Center shall provide general maintenance, but not janitorial services, to all work areas occupied by the Contractor.

5.19. Equipment

The Detention Center will furnish to Contractor existing Beaufort County owned inventory of equipment in the Kitchens for use by Contractor during the term of this Agreement. All such equipment shall remain the property of the Detention Center. The Contractor and the Detention

Center shall jointly conduct an initial inventory of the equipment provided by the Detention

Center assessing both the quantity and condition of such equipment, as well as any serial and/or model numbers. Unless otherwise, expressly noted, it shall be presumed that Contractor accepts the equipment as initially inventoried, as in good working order, and sufficient for the purpose of performing this Agreement.

At the end of the contract term or upon termination, Contractor shall return all equipment in good condition, normal wear and tear expected. Contractor and Detention Center shall jointly conduct a closing inventory, documenting additions and deletions from the initial inventory and condition of equipment.

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Any equipment purchased by Contractor outside the scope of this Agreement for use at the

Detention Center must have the prior, written approval of the Director. Any such equipment shall remain the property of the Contractor when purchased by the Contractor.

The Detention Center shall be responsible for the replacement of all Beaufort County capital equipment. On a quarterly basis, the Contractor shall report to the Detention Center on the status and condition of the equipment. Such report shall state with specificity, the Contractor’s recommendations for equipment additions and/or replacement. The Contractor shall use its knowledge and judgment to anticipate the need for equipment and the timing of contractor’s recommendations for procurement.

The Detention Center and Beaufort County shall make the final determination for the purchase of any and all equipment.

5.20. Smallwares and supplies

Beaufort County Detention Center may elect to provide all or a partial quantity of the small wares used in performance of this agreement, such as; trays, plastic reusable cups for inmates (as needed), eating, cooking, portioning and serving utensils, pots, pans, and sanitation equipment.

In the event the Detention Center elects to provide all of the small wares, the Contractor shall reduce the price per meal accordingly.

The price reduction when small wares are not a part of this contract shall be clearly stated in the offeror's proposal. The Contractor shall maintain the initial small wares inventory at its expense.

Small wares shall be generally defined as items not requiring electricity, plumbing, or gas and those items that are moveable or not attached to walls or floors, and readily purchased for less than $400 each.

A cup and spoon will be provided to each inmate, at each meal at the Beaufort County

Detention Center, and returned and sanitized at the end of each meal. Contractor shall be the owner and shall provide all supplies, disposable spoons (when required for isolation or security trays), all paper products, i.e. hats, aprons, plastic wrap, bags, chemicals, and all food and beverage items and food inventories used for this Contract.

The Contractor may supply its operation with photocopies of necessary papers by its own means or may elect to purchase photocopies from the Detention Center’s Office for a fee of $0.15 cents per copy. The Contractor shall credit its invoice for the purchase of any and all photocopies at a rate of

$0.15 cents per copy.

5.21. Federal surplus food program (U.S. Department of Agriculture Regulations)

The Detention Center’s Office may qualify to receive Surplus Commodities from the U.S.

Department of Agriculture. There is no guarantee what, if any, commodities will be available to the Detention Center during the life of this Contract.

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Federal regulations permit a contractor’s use of Surplus Commodities in providing food service in prisons and Detention Centers. However, the contractor shall assume all costs, both direct and indirect, in procuring such commodities and in complying with the rules and regulations of the

U.S. Department of Agriculture; specifically:

Contractor agrees that an USDA commodities received on behalf of Detention Center shall only benefit the Detention Center and shall be utilized only in the performance of this contract.

Contractor shall maintain all financial and supporting documents, statistical records, and any other records pertinent to the use of the USDA surplus commodities program. The records and documents shall be maintained for a minimum of three (3) years and ninety (90) days after the termination of this contract.

Contractor agrees that if any litigation, claim or audit involving these records begins before the three

(3) year period expires, and the contractor shall keep the records and documents for not less than three (3) years and ninety (90) days and until litigation claims or findings are resolved. The case is considered resolved when there is a final order issued in litigation, or a written agreement is entered into.

All Surplus Commodity records shall be made available to representatives of the Facility's

Accounting Office as well as the Auditor's Office at any reasonable time and place for inspection and audit. Failure to comply with the provisions set forth above shall be cause for termination of

Contract.

Offerors are to quote prices without regard to availability of Surplus Commodity or foods. Any

Surplus Commodity or food provided for the Detention Center shall be credited to the next month’s invoices. Credit shall be separately stated on the invoice and shall be calculated on the wholesale value of the commodities received less shipping expenses. Butter shall be valued based on the wholesale value of margarine.

5.22. Facilities

The Detention Center shall provide the Contractor with adequate ingress and egress to the kitchens and storage facilities, including sanitary toilet and facilities for use by food service employees. The Contractor shall use such facilities in the performance and delivery of food services. The Contractor may, in furtherance of its obligations under the Agreement, utilize preparation and storage facilities located other than at the Detention Center only on an emergency basis and with the prior approval of the Detention Center, consistent with

Contingency Plans. Meals are to be prepared on site at the Detention Center, except during emergencies.

Specifically, meals are to be prepared and assembled on thermal insulated trays at the Detention

Center, for inmates.

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The facilities made available to the Contractor under the Agreement may not be used in connection with operations unrelated to the Agreement, unless approved in writing by the

Detention Center Director.

5.23. Sanitation

The Contractor shall be responsible for cleaning and housekeeping in the food preparation, kitchens, and inmate/officer break rooms, washroom, and service and storage areas, and will keep such areas in a clean and sanitary condition, and in conformity with all applicable federal, state, and local regulations and requirements. The Contractor agrees to submit to inspection by the Detention Center Director and South Carolina Department of Health and Environmental

Control, South Carolina

Department of Correction or other similar County, State or Federal agencies upon the request of the Detention Center.

The Contractor shall be responsible for proper removal of trash and garbage from the facilities to receptacles located adjacent to the kitchen; this may include utilization and installation of paper recycling apparatus.

The Detention Center will provide dumpsters and will thereafter have responsibility for disposal.

The Contractor’s Food Service Director shall participate in periodic facility inspections with the

Detention Center. The Contractor shall establish hazardous chemical logs and comply with all applicable laws and standards concerning the use, storage and handling of hazardous substances/chemicals.

The Contractor shall require all supervisory employees on all shifts to have Federal, State or

County Food Service Sanitation Certification when required by any such agency.

Grease will not be disposed of in drains. Grease will be disposed of in accordance with local health codes and the collection and removal of grease shall be accomplished by an independent hauler.

5.24. Quality assurance and control plan

The Contractor shall establish and maintain a quality control plan to assure that the requirements of the Agreement are met. The plan shall be submitted as part of the Proposal. An updated copy must be submitted to the Detention Center within six (6) weeks after the start of service and as changes occur.

The original plan and any future amendments shall include, but not be limited to the following:

a. An inspections system covering all the services required by these specifications.

b. The methods of identifying and preventing deficiencies in the quality of service performed before the level of performance becomes unacceptable.

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c. A file of all inspections conducted by the Contractor or an inspection agency and, where necessary, the corrective action taken. This documentation shall be available as requested by the Detention Center during the term of this Agreement.

d. Beaufort County and the Detention Center require consistency in its operation of the Food Service including menus be served as written, with a substitutions goal of zero, but not more than one substitution per week. A substitution report may be required monthly for the Detention Center. Substitutions should be identified, dated and explained completely. Excessive substitutions shall be considered a material breach of the contract.

e. Random temperature checks of food on the tray assembly or serving line are to be taken not less than every 10 minutes, while meals are being assembled on to the trays. Records are to be maintained for six (6) months minimum.

5.25. Transition on commencement of contract

The Contractor shall assume full operations at the agreed upon date on the contract award letter.

Offeror should include a preliminary transition plan in its proposal. Contractor shall coordinate and cooperate with Beaufort County and the Detention Center existing employees to assure a smooth and orderly transition with uninterrupted food services. Upon award of contract, the

Contractor shall name a Transition Manager who shall have responsibility for transition activities. Within thirty (30) days of award of contract, the Contractor shall submit a final

Transition Plan to the Detention Center for approval. The final plan shall include, but not be limited to details for conducting inventories of on-site Beaufort County owned equipment, hiring and staffing and menu plans, and coordination activity with current operations. The Detention

Center Director may request any additional information he determines is necessary to assure smooth operation of the facility.

Prior to beginning meal preparation a physical inventory of capital and small wares equipment is to be taken jointly by the Contractor and Detention Center representatives.

The existing equipment in the existing Detention Center Facilities is to be jointly inventoried prior to the Contractor beginning meal service. The food service equipment in the Detention

Center Facilities may be transferred from one location to another, with prior written approval signed by the Detention Center after the initial inventory, and, at any time during the contract.

5.26. Transition and continuity of service on expiration of contract

Continuity of service is critical to the Detention Center. The successful Contractor must agree to this philosophy and upon expiration of their contract agree to:

Exercise best efforts and cooperation for an orderly and efficient transition of the food service to a new contractor and to the Detention Center.

Negotiate a plan in good faith, with the successor to determine the nature and extent of the phase-in, phase-out services required. The plan shall specify a date for work described in the plan and shall be subject to the Detention Center’s approval. The Contractor shall provide sufficient experienced personnel during the phase-in, phase-out period to ensure that the services

RFP #062226 DOCUMENTS Page 20 called for in the contract are maintained at the required level of proficiency.

The Contractor will own all food items, beverage items, chemicals and food inventories (with the exception of Federal surplus foods) used for this contract. The Contractor shall negotiate with the successor any terms and conditions for sale or transfer of ownership, of any or all inventories.

5.27. Inventory Transition

Beaufort County will require the successful contractor to purchase all useable and wholesome food products and all supply, chemical, and miscellaneous items now used in the operation of the

Detention Center’s Food Service. Beaufort County Detention Center, and Contractor shall inventory all products 24 to 48 hours prior to beginning service and the contractor shall pay previous service provider on a per unit basis for items.

Thirty days prior to the termination of the contractual agreement, contractor shall notify Beaufort

County of its intent to sell the remaining inventory, which at Beaufort County’s option, may be purchased at fair market value.

5.28. Support Services

Contractor shall provide all support services necessary to assure compliance with the terms, conditions, and specifications of the agreement. Such services shall include, but not be limited to dietitians, management consultants, sanitarians, and training personnel for contractor’s employees. Offeror shall describe frequency and length of reviews and meetings with contractor’s on-site employees, by each support service contractor employee. Offerors are encouraged to include support personnel resumes in its proposal.

5.29. Management of kitchen spaces

The Contractor will be responsible for the sanitation of the food service preparation areas, food storage areas, restrooms, inmate break rooms, office, and dock areas. All chemicals and other materials required for the proper sanitation in this contract will be provided for and paid for by the Contractor. The Detention Center will approve any chemical prior to its use.

The Contractor and its employees will follow all Detention Center and Beaufort County regulations, rules, and standards. The Contractor will obtain prior approval from the Detention

Center for the use of any item with any design, lettering, or advertising of any type on items such as paper plates, or cups and portion control packets of any kind.

The Contractor is not permitted to make any alterations to, additions to, or removal of any walls, windows, floors, ceilings, doors, or fixtures, without prior written approval from the Detention

Center. Windows and other openings will not be covered with any blinds or drapes without prior approval from the Detention Center.

No signs, advertisements, notices, pictures, or any other appurtenances of any kind will be painted, inscribed or affixed to any part of the premises, or any part of the buildings, without prior approval of the Detention Center. Contractor vehicles may have the Contractor’s name and address painted on the doors with prior permission from the Detention Center.

5.30. Licenses and permits

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The Contractor shall be responsible for payment of any and all taxes and for obtaining any necessary or required licenses, permits required by Federal, State, and local laws or ordinance. In the event a sales tax or similar tax is imposed, Beaufort County shall reimburse Contractor for said tax.

5.31. Essential materials

Proposals should be concise, and materials including various plans, proposals, and qualifications required to be submitted with offer shall be indexed and shall contain the following:

1. Proposed Small Business Participation, plans and commitments, offeror qualifications, and client references.

2. Adult, juvenile and staff menus and special diet and holiday meal plan.

3. Contingency Plans

4. Sanitation Plan

5. Quality Control Plan

6.