BID ADDENDUM NO. 1.pdf

End of Addendum No. 1

BID ADDENDUM #1

Date: October 31, 2024

To: Potential Bidders

Project Name: Required Basic Meals for Confined Persons-Inmates

Bid Number: FY25-1106

This Addendum forms a part of the contract documents and modifies the original bidding documents. Addendum shall be noted as received and acknowledged on the Bid Form when submitted as outlined in the Bid Document referenced above.

The following corrections, additions, deletions, and/or modifications to the above document, by this reference, shall be incorporated therein:

Questions and Responses

1. Can you please confirm that telephone and internet services in the foodservice office are responsibility of vendor? County will provide internet and phone services upon request.

2. Page 2 of the RFP under “Submission Composition” requires a Bid Security. Can you please provide details and requirements for this Bid Security? It is the security the

County requires a vendor to put in place to make sure that if the vendor refuses to timely sign a contract that aligns with the vendor's bid, the County can collect for the delay in getting a contract in place, personnel time spent writing up the RFP/Q, holding a site inspection, and analyzing the bids/proposals and costs (advertising). It can be via a bid bond, a cash security with the bid, or some other instrument such as a letter of credit that the County can unilaterally draw on.

3. Are the prices submitted on the “Certified Proposal” page valid for 2 years or can the

Vendor submit a CPI increase in Year 2? Valid for 2 years.

4. As per Section S.09, the OCDC may provide inmate workers to supplement the vendor’s staff, can you please verify if the OCDC will supply more than the current 1-2 inmate workers daily? No inmate workers will be provided.

5. Can you please confirm that all food production and line serving is completed by vendor staffing? Food production, and line serving will be completed by vendor staffing.

6. As per Section S.32, food delivery carts are transported to the main facility and dispensed into each section. Are the food carts transported by OCDC staff, inmates workers or vendor staff? Vendor Staff

7. Who is responsible for reusable tray and food cart replacement? Detention Center

(County)

8. Who is responsible for disposables if the County decides to use that instead of reusable containers on a consistent basis? Detention Center

9. Who is responsible for disposables for emergency situations such as lockdowns, dish machine outage, etc.? Detention Center (County)

10. Are reusable cups and sporks used? If not, would they want to change to reusable? No

11. Is there any required County training that vendor employees must complete in order to work at the facility? If so, please provide details on the training including length of time and cost to the vendor? 3 days of orientation, and as necessary, No cost to vendor.

12. How many inmates on average are currently on medical diets? 22 inmates

13. What is the average weekly number of inmates that are served court and work detail sacks? 30 Weekly for court, currently no work detail.

14. Can the vendor propose a Cold, Hot, Hot menu pattern? No

15. How many servings of milk (or milk alternate) are required per week? 3 times a week ½ pints.

16. Is a milk alternate (i.e. dairy drink or calcium fortified beverage) acceptable in place of fluid milk? Yes

17. Is USDA inspected mechanically separated chicken acceptable for use in casserole/mixes dishes on the menu? No

18. Are beverages provided in bulk or as packet/PC today? Does the county wish to continue with this? Drinks can be provided in bulk or as packet.

19. What are the current Ramadan & Passover meal accommodation requirements currently in place? Does the county wish to continue with this? Ramadan & Passover meals must be provided by standards.

20. Are there any specific menu or product requirements for the special holiday meals listed

(Easter, July 4th, Thanksgiving, and Christmas)? Yes

21. In regards to the below- what does physical examination entail? Physical examination by Medical Doctor prior to working at facility in according to vendors’ policy.

22. All employees of the vendor shall be required to undergo annual physical examinations at the vendor expense specifically included in their exam shall be a TB test. All employees of the vendor shall be required to undergo random drug test throughout their employment, administered by the vendor. The report status to be given to the Jail

Administrator. All employees must be fix for job assignment, this will be determined by a medical doctor. Random drug test must be conducted according to vendor policy, and prior to work assignment at facility.

23. How many religious diets and type of each are served? This is determined by the inmates and their religion.

24. What is the current price per meal? $1.83

25. Under the employee polygraph protection act of 1988- it does not appear that we are able to legally perform a polygraph on our employees or applicants- if this is a requirement would Orangeburg County be willing to administer the test? Vendor employees may be asked to take a polygraphy if they are involved in a criminal investigation by law enforcement, while working at the detention center.

26. What are the requirements of the random drug testing that is expected of the contractor?

Vendor must provide their policy on drug testing to the contractor if applicable.

27. Is the current contractor currently performing these requirements? Yes, they provide physicals and drug testing during the hiring process.

28. Could we get a historical average of the amount of inmate labor provided in the kitchen?

No, inmate labor is provided.

29. During the tour we did not see the Annex- Is that still relevant? No