ESBD_File_348626_1 RFP Specifications .pdf

Williamson County Request for Proposal

24RFP32

Juvenile Services 2024 Food Service

Specifications

1. General Information

The County is seeking a Food Service Management Company (FSMC) to provide Food Service for Williamson County Juvenile Services (sometimes referred to as the “Juvenile Justice Center” or the “Juvenile Detention Center”). The specifications and contract are contained herein. The County reserves the right to evaluate and award a contract based on the best offer determined for Juvenile Services.

The awarded FSMC shall furnish all labor, supplies, and ingredients to provide a Full Food Service for residents at the Juvenile Justice Center. Williamson County will cooperate with the Successful Respondent for obtaining United States Department of Agriculture (USDA) surplus commodities, when applicable, for use in the performance of the contract.

The FSMC shall enter a binding contract with Williamson County for a period of one year. The anticipated contract period will be July 1, 2024, through June 30, 2025 (“Initial Term”).

As set out in the attached contract forms and in this Request for Proposal (RFP), Williamson County reserves the right to extend the awarded contract for four additional 12-month periods as it deems to be in the best interest of the County, and as long as at the end of Initial Term of the contract, any proposed cost increase for an extension term does not exceed the applicable increase in the Consumer Price Index, All Urban Consumers (CPI-I), U.S. City Average, Food Away From Home Index, from the prior year to the current year.

2. Juvenile Services Information

Juvenile Services operates three separate programs out of the Juvenile Justice Center. The programs are as follows:

a. Juvenile Detention: Short-term pre-adjudication facility for youth pending court.

Maximum occupancy 35 youth.

b. Connecting, Overcoming, Restoring, and Empowering (C.O.R.E.) Residential Program: Long-term residential facility for youth court-ordered into the program.

Maximum occupancy 55.

c. Juvenile Justice Alternative Education Program (JJAEP): Day students who have been expelled from their home campus. The number of students in this program can fluctuate greatly depending on time of year. These youth will only eat lunch and may have the option of eating breakfast.

Currently, the average total population for all three programs is approximately 75 youth per day.

Residential youth will be served three meals per day plus two snacks, 365 days per contractual year. Per standards, at least two of the meals per day must be hot.

3. Required Documents

The following list of documents must be included in the submitted proposal package:

a. Proposals shall have attached a minimum 21-day non-repetitive Juvenile Services menu detailing specific portion sizes, indicating cooked or raw weights, caloric content, and seasonal variations for holiday meals for breakfast, lunch, dinner, and snacks.

b. Proposals shall have attached a Holiday menu to be incorporated into the proposed 21-day non-repetitive menu.

c. The Juvenile Services menu submitted shall be reviewed and approved by a Registered Dietician.

d. The letter of review and approval must be attached. Copies of the dietician credentials must also be attached.

e. Proposals shall have attached a copy of the proposer’s Texas Sales and Use Tax Permit.

f. Proposals shall have attached a copy of the proposer’s Certificate of Assumed Name filed for record.

g. Performance Bond is required guaranteeing performance of all conditions of the contract in the amount of $50,000.00, said bond to be forfeited if the FSMC fails to satisfactorily perform the contract.

h. A Current Financial Statement shall be included in the submitted proposal package.

i. A listing of all juvenile justice facilities with inmate average daily population more than 75, where the preparation of meals occurred at the facility.

4. Food Preparation and Serving

a. Except as otherwise set out herein, the food shall be prepared in the Juvenile Services kitchen facility.

b. Food shall be served at proper temperatures. Meals shall be served on insulated plastic trays and distributed to juvenile clients.

c. The FSMC shall be responsible for maintaining proper food temperatures from time of preparation until actual serving of meals.

d. The FSMC shall serve meals on such days and such times as requested by Juvenile Services.

e. The FSMC must make substitutions in the food components of the meal pattern for students with disabilities when the students’ disability restricts their diet as stated in the students' Individualized Education Plan (IEP) or 504 Plan and when the need for the substitution is certified by a licensed physician. Substitutions for disability reasons must be made on a case-by-case basis when supported by a written statement of the need for substitutions that includes recommended alternate foods.

f. Substitutions must be made for those nondisabled students who are unable to consume regular meals because of medical or other special dietary needs.

Substitutions for students without disabilities who cannot consume the regular meals because of non-disabling medical or other special dietary needs must be made on a case-by-case basis only when supported by a statement from a licensed medical authority. There will be no additional charge to the student for such substitutions.

5. Employees

a. The FSMC shall provide and pay a staff of qualified management (and operational) employees assigned to duty on Juvenile Services premises for efficient operation of the Programs.

b. All food services staff will be considered a contractor and employee of the FSMC. For all employees retained by the FSMC, Juvenile Services shall provide in Exhibit A a list of each FSMC food service position and the minimum qualifications acceptable each position.

c. The FSMC shall provide a full-time, On-Site Food Service Manager. The Food Service Manager shall work on the premises of Juvenile Services and shall not be shared with any other county department or outside agency.

d. Williamson County Juvenile Services shall have final approval regarding the hiring of the FSMC On-Site Food Service Manager (the "Food Service Director").

e. The FSMC shall comply with all wage and hours of employment requirements of federal and state laws. The FSMC shall be responsible for supervising and training personnel. Supervision activities include employee and labor relations, personnel development, and hiring and termination of the FSMC management staff, except for the Food Service Director.

f. The FSMC shall provide Workers' Compensation coverage for its employees, as required by law.

g. The FSMC shall instruct its employees to abide by the policies, rules, and regulations with respect to use of premises as established by Williamson County, and which are furnished in writing to the FSMC.

h. The FSMC shall assign to duty on Williamson County Juvenile Services premises only employees acceptable to Juvenile Services.

i. Staffing patterns, except for the Food Service Director, shall be mutually agreed upon.

j. The FSMC will remove any employee who violates health requirements or conducts himself or herself in a manner that is detrimental to the well-being of the students, provided such request is not in violation of any federal, state, or local employment laws. In the event of the removal or suspension of any such employee, the FSMC shall immediately restructure the food service staff to avoid disruption of service.

k. The FSMC shall cause all its employees assigned to duty on Juvenile Services premises to submit to health examinations as required by law and shall submit satisfactory evidence of compliance with all health regulations upon request.

l. All FSMC personnel assigned to the food service operation at the Juvenile Justice Center shall be instructed in the use of all emergency valves, switches, and fire and safety devices in the kitchen and cafeteria areas.

m. Williamson County Juvenile Services will complete criminal history background checks for all FMSC employees that will be working at the Williamson County Juvenile Justice Center to ensure they do not have any disqualifying criminal history. Criminal history checks must be completed prior to the FMSC employee beginning work at the Juvenile Justice Center.

n. The FSMC shall not blacklist or require a letter of relinquishment or publish or cause to be published or blacklisted any employee of FSMC discharged from or voluntarily leaving the service of the FSMC with intent of and for the purpose of preventing such employee from engaging in or securing similar or other employment from any other corporation, company, or individual.

o. Neither Juvenile Services nor the FSMC shall during the Term of this Contract or for one year thereafter solicit to hire, hire, or contract with the other's employees who manage any of the Programs or any other employees or who are highly compensated employees. In the event of such breach of this clause, the breaching party shall pay, and the injured party shall accept as liquidated damages, an amount equal to twice the annual salary of the subject employee. Such liquidated damages may not be paid from the Program funds. This provision shall survive the termination of this Contract.

6. Health Certifications/Food Safety/Sanitation

a. The FSMC shall maintain, in the storage preparation and service of food, proper sanitation and health standards in conformance with all applicable State and local laws and regulations and comply with the food safety inspection requirement of 7 Code of Federal Regulations (CFR) §210.13(b).

b. The FSMC shall maintain all State of Texas and local health certification for any facility in which it proposes to prepare meals and shall maintain and provide proof of this health certification for the duration of this Contract.

c. The FSMC shall obtain and post all licenses and permits as required by federal, state, and/or local law.

d. The FSMC shall comply with all State of Texas and local and sanitation requirements applicable to the preparation of food.

e. Juvenile Services shall maintain applicable health certification and ensure that the FSMC complies with all applicable state and local regulations pertaining to sanitation, preparing, or serving meals at the juvenile facility.

f. Juvenile Services shall provide sanitary toilet and hand washing facilities for the employees of the FSMC.

g. The FSMC shall be responsible for cleaning food service equipment, kitchen floors, hoods, and grease filters.

h. Juvenile Services shall be responsible for the maintenance and expense of insect and pest control in all food service production and storage areas. The FSMC will notify Juvenile Services of any problems in this area.

i. The FSMC shall be responsible for removal of trash and garbage resulting from the food service program in compliance with Williamson County’s schedule for waste disposal.

j. Williamson County Juvenile Services shall be responsible for all regular food service-related building maintenance, except for normal clean up.

k. The FSMC shall clean the kitchen and dining room areas.

l. Juvenile Services shall provide regular cleaning service for cafeteria walls, windows, floors, light fixtures, draperies and blinds, and periodic waxing and buffing of floors.

m. The FSMC shall place garbage and trash in containers in designated areas as specified by Juvenile Services.

n. The FSMC shall operate and care for all equipment and food service areas in a clean, safe, and healthy condition in accordance with the standards acceptable to Juvenile

Services and comply with all applicable laws, ordinances, regulations, and rules of federal, state, and local authorities, including laws related to recycling.

o. Williamson County Juvenile Services shall routinely clean grease traps, ductwork, plenum chambers, and roof fans.

p. Juvenile Services shall provide extermination services as needed.

q. Any cleaning or sanitation that is not specifically assigned herein shall be the responsibility of Juvenile Services.

r. The FSMC shall adhere to the food safety program implemented by Juvenile Services for all preparation and service of school meals, using a Hazard Analysis and Critical Control Point (HACCP) system as required by 42 United States Code (U.S.C.)

§1758(h)(5)(A).

s. The FSMC agrees to allow at least two health inspections to be conducted by the Health Department at every site involved in school meal preparation and/or service as required by 42 U.S.C. §1758(h)(l).

7. Specific Criteria

a. Proposal should include a detailed escalation plan for conflict resolution. This plan should include the names, addresses, telephone numbers, and e-mail addresses for individuals included in the plan.

b. The Williamson County Health Department will perform regular inspections of food and food facilities as a part of this contract. If the Williamson County Health Department determines that the FSMC has had either repeated violations, major violations that have not been timely corrected, or required corrections that have not been corrected within the allowed time, the contract will be subject to termination by the County. The FSMC will be required to provide a copy of each health inspection report to the County’s contract administrator, within seven days of receipt of the report.

c. Your entire proposal, if accepted for contract purposes, will become a part of the overall contract.

8. Proposals

Williamson County will pay the FSMC on a per meal per youth/staff fed basis. Proposals must be quoted in the following manner (Specify Unit Cost):

Juvenile Services Food Service

Fixed Price Per Meal/Meal Equivalent:

Breakfast $__________

Lunch $__________

Snack $__________

9. Evaluation Criteria

Criteria Maximum Score Points References 10

Prior Experience Providing Food Service to Youthful Offenders in a Residential Setting

Compliance of Proposal Specifications 20

Price for Meals/Snacks 40

Total Evaluation Points 100

Exhibit A

On-Site Food Service Manager (One Position)

• Under the direct supervision of the Juvenile Services Director of Operations, the Food

Service Manager is responsible for overseeing all phases of staff scheduling, meal preparation, kitchen sanitation, inventory, temperature control logs, daily recipe logs, food labels, and all required standard forms and reports.

• Responsible for maintaining the entire food service and delivery areas, all silverware, utensils, and equipment needed to prepare and serve meals in a clean and sanitary condition in compliance with all federal, state, and local health code standards.

• Responsible for maintaining cleanliness of kitchen area for weekly inspection of all food services areas, including dining and food preparation areas and equipment:

a. Sanitation;

b. Temperature controlled storage areas of all foods; and

c. Daily checks of refrigeration, freezer, and water temperatures by administrative, medical, or dietary personnel.

• Responsible for scheduling and removal of all waste from food service areas to the appropriate outside receptacles.

• Responsible for providing a copy of each health inspection report to the Facility's Contract Administrator within seven days of receipt of the report.

• Responsible for scheduling or direct training and ongoing in-service training to cover such areas as safety, sanitation, and food handling to all FSMC food staff.

• Responsible for compliance of all food service staff having a valid food handler's certificate from the Health Department and that all costs associated with obtaining such certificate be borne by the FSMC.

• Must be able to stand and walk for extended periods of time.

• Must be able to lift 50 pounds.

• Work is mostly indoors in a smoke-free, air- conditioned secure kitchen area in a correctional facility environment.

• Regular contact with juvenile clients.

• Preferred Qualifications

a. Ten-year cook/food service-related experience.

b. Must possess any food handler certificates that may be required by local or state laws.

c. Knowledgeable concerning management and training, including selection and development of assigned personnel.

d. Knowledge of ordering, commodity and inventory receipt, and control of food items.

e. Knowledge and experience in food production, portioning and nutrition, and consistently meeting goals, maintaining logs, and all necessary standards, policies and procedures.

f. Knowledgeable concerning Serve Safe and food service standards regarding sanitation, quantity, and quality of food and service, safety, and delivery of meals.

g. Must be at least 21 years of age.

h. High school diploma or GED required.

i. Must possess and maintain valid Texas Driver’s license.

j. Must be able to pass extensive background check.

On-Site Food Service Cook (Three Positions)

• Under the direct supervision of the On-Site Food Service Manager, the cook is responsible for daily meal preparation and serving at properly portioned and temperature-controlled regulations.

• Responsible for cleaning, and sanitation of all dishware and utensils after each meal.

• Responsible for ensuring all meal reports and counts are prepared according to guidelines, standards, policies, and all applicable local, state and federal standards.

• Correctly utilizes and sanitizes equipment and kitchen preparation and serving areas daily.

• Complete any other duties as assigned by On-Site Food Service Manager.

• Must be able to stand and walk for extended periods of time.

• Must be able to lift 50 pounds.

• Work is mostly indoors in a smoke-free, air-conditioned secure kitchen area in a

a. Three years cook/food service-related experience.

laws.

c. Knowledge and experience in food production, portioning and nutrition, and consistently meeting goals, maintaining logs, and all necessary standards, policies and procedures.

d. Knowledgeable concerning Serve Safe and food service standards regarding sanitation, quantity, and quality of food and service, safety, and delivery of meals.

e. Must be at least 21 years of age.

f. High school diploma or GED required.

g. Must possess and maintain valid Texas Driver’s license.

h. Must be able to pass extensive background check.

On-Site Food Service Baker (One Position)

• Under the direct supervision of the On-Site Food Service Manager, the baker is responsible for daily baked goods preparation and serving at properly portioned and temperature-controlled regulations.

• Responsible for cleaning, and sanitation of all dish ware and utensils after each preparation.

• Responsible for ensuring all baking reports and counts are prepared according to guidelines, standards, policies, and all applicable local, state, and federal standards.

• Correctly utilizes and sanitizes equipment and kitchen preparation and serving areas daily.

• Performs any other duties as assigned by On-Site Food Service Manager.

• Must be able to stand and walk for extended periods of time.

• Must be able to lift 50 pounds.

• Work is mostly indoors in a smoke-free, air-conditioned secure kitchen area in a

a. Three years cook/baker/food service-related experience.

laws.

c. Knowledge and experience in food production, portioning and nutrition, and consistently meeting goals, maintaining logs, and all necessary standards, policies and procedures.

d. Knowledgeable concerning Serve Safe and food service standards regarding sanitation, quantity, and quality of food and service, safety, and delivery of meals.

e. Must be at least 21 years of age.

f. High school diploma or GED required.

g. Must possess and maintain valid Texas Driver’s license.

h. Must be able to pass extensive background check.