Final ACJ Food Service Providers RFP with Addendum 2 completed 8 22 2025.pdf

REQUEST FOR

PROPOSALS FROM

FOOD SERVICE

PROVIDERS FOR

INMATE MEALS AT

THE ALLEGANY

COUNTY JAIL

Allegany County, New York

ABSTRACT

Allegany County is soliciting proposals from qualified food service providers for food services for inmates at the Allegany County public safety facility. Providers will ensure meals are prepared in a safe, efficient, and cost effective manner adhering to dietary needs and regulations.

Proposals Due By: 4:00 p.m. on Friday, August 29, 2025.

Request for Competitive Sealed Proposals for Allegany County Jail Food Service Provider. Public Notification Provided week of July 28, 2025

1. General Provisions:

The intent of this solicitation is to invite priced proposals for the purpose of providing food services for incarcerated individuals in custody of the Allegany County Jail in accordance with the special conditions and specifications contained in this Request for Proposals. Pricing shall be expressed as a price per each individual meal served based on the average daily population specified herein as well as a sliding scale to be evaluated.

Term length will be for 3 years with two additional 1-year renewals at Allegany County’s discretion, if mutually agreed upon.

Project Manager: Carissa M. Knapp, County Administrator, 7 Court Street, Room 213, Belmont, New York 14813.

Telephone number: 585-268-9217 E-mail: countyadmin@alleganyco.gov

2. Qualifications:

The County will be free to make any inquiry deemed necessary to ascertain the qualification(s) of the contractor and/or the accuracy of statements made by the contractor as to its qualification(s).

3. Contact Information and Requirements:

Along with its response, the submitter of the RFP shall include the following information: name, address, telephone number, e-mail address, and business website, as applicable.

4. Proposal Cost; Budget Narrative and Justification:

The price shall be an in toto price per the proposed scope of services/deliverables.

By in toto it is meant, the aggregate of all costs billable to Allegany County including, but not limited to, staffing, site/facilities, travel, freight, labor, materials, and equipment.

5. Selection of a Contractor:

Selection shall only be made from proposals submitted by qualified, responsive, and responsible entities who sufficiently meet the terms, conditions, and specifications stated herein. Allegany County, however, under all circumstances and all statements to the contrary notwithstanding, reserves its right to determine the contractor in accordance with the best interest of the County. Determination of the contractor is not made at the opening of the proposals. All submitted proposals are subject to final review and acceptance by the appropriate personnel or committee(s) of the Allegany County Board of Legislators before a determination is made. Receipt of proposals by the County shall not be construed as authority to bind the County.

6. References:

Any response to this RFP shall contain as a minimum at least three (3) reference with contact names and phone numbers where the contractor has completed similar services as further described in the Qualifications outlined in the General Terms and Conditions section of this RFP

7. Proposal Costs:

Those submitting proposals do so entirely at their expense. There is no obligation by Allegany County to reimburse any firm or individual for any costs incurred in preparing or submitting proposals, preparing, or mailto:%20countyadmin@alleganyco.gov submitting additional information requested by the County, or for participating in any selection interviews.

8. Contract Award:

Award of the contract will be made following a review of the proposal by the County Administrator and any additional review team members as deemed appropriate. Approval will be made by a designated committee and contract awarded by the Allegany County Board of Legislators.

9. Method of Award:

The award may be made to the most responsible contractor whose proposal is determined to be in the best interest of Allegany County, and who is deemed the best fit to serve the County’s requirements based upon criteria stated under the scope of services of this RFP, the evaluation of references, corporate qualifications, and, if deemed necessary, an interview with the contractor and the designated committee. Price will not necessarily be the determining factor in the award of the contract. All proposals will be evaluated to determine if they meet the required format and in compliance with all requirements of the RFP. Incomplete or non-responsive proposals may be rejected at the discretion of Allegany County.

10. Contract Term:

Term length for the contract will be for 3 years with the option for two additional 1-year contract renewals, if mutually agreed upon.

11. Cancellation of Contract:

Allegany County reserves its right to cancel the contract(s) resulting from an award of this solicitation at any time during the contract period, without penalty to Allegany County and without stated reason, by delivering a written ten (10) day notice of intent to the contractor(s) or its representative(s). Said notification shall be mailed to the contractor or its representative via the U.S. Postal Service. First Class Mail shall be considered sufficient and delivered.

12. Assignability:

The contractor shall not assign, transfer, convey, sub-contract, sublet, or otherwise dispose of all or portions of the contract, and/or work to be performed as a result of the contract; or its right, title or interest therein, or its power to execute such contract, or its responsibility therein to any other person, company, or corporation, without the prior written consent of the Allegany County Attorney.

I. Insurance:

a) This document includes an information sheet entitled: ALLEGANY COUNTY STANDARD INSURANCE REQUIREMENTS. These requirements establish the minimum insurance(s) which the contractor(s) shall have in effect prior to entering into a contract to do business with Allegany County. Said insurance(s) are required to remain in effect throughout the term of the contract(s).

In the event that the contractor’s insurance lapses during the term of the contract, the County reserves its right to cancel the contractor’s contract(s) and to purchase the contracted product(s)/service(s) on the open market, with any increase in cost(s) to Allegany County being charged to the contractor. Credit shall not be issued to the contractor where open market cost(s) to the County are less than the cost(s) contracted with the contractor.

b) Allegany County shall be named as an additional insured in the contractor’s policy for all intents and purposes of contract(s) issued as a result of an award. The document number and title shall be referenced in the description/additional comments section of the certificate of insurance form. PLEASE NOTE: Additional insured and certificate holder must only read:

Allegany County, 7 Court Street, Belmont, New York 14813.

c) Contractor will be indemnifying and insuring for cloud-based breaches not caused by the fault of Allegany County.

d) Each contractor shall submit an original of its Certificate of Insurance (which indicates the contractor’s compliance with the above sections a) and b) to the Allegany County Administrator’s Office, Room 213, 7 Court Street, Belmont, New York 14813.

e) The Certificate of Insurance must be approved by the County Attorney prior to the contractor’s acting on and/or performing any of the obligations it incurred as a result of the award and/or contract.

f) Self-employed persons must carry Workers’ Compensation coverage as directed by the Allegany County Attorney. Contractor shall submit an original Certificate of NYS Workers’ Compensation Insurance Coverage form WC 88 31 21 C, which indicates the contractor’s compliance, to be approved by the County Attorney prior to the contractor’s acting on and/or performing any of the obligations it incurred as a result of the award and/or contract.

g) Workers’ Compensation Insurance Exemption: Contractors claiming to be exempt from the requirement to carry/provide Workers’ Compensation Insurance shall submit a fully executed CE-200 form; the form to be complete, notarized, and stamped as received by the New York State Workers’ Compensation Board.

II. Non-Collusive Bidding Clause and Certificate:

a) Clause – “By submission of this bid, each contractor and each person signing on behalf of any contractor certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other contractor or with any competitor;

2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the contractor and will not knowingly be disclosed by the contractor prior to opening, directly or indirectly, to any other bidder or to any competitor; and

3) No attempt has been made or will be made by the contractor to induce any other person, partnership, or corporation to submit or not to submit a bid for the purpose of restricting competition.”

b) The contractor shall submit a signed and dated Non-Collusive Bidding Certificate with its proposal. Said certificate is mandated by Chapter 956 of the Laws of New York State, pursuant to Section 103-D of the General Municipal Law. Reference to the “NON-COLLUSIVE BIDDING CERTIFICATE” form is included in this RFP document.

III. Hold Harmless Clause and Form:

a) Clause – “The contractor agrees that it shall at all times save harmless the County of Allegany from all claims, damages, or judgements or for the defense or payment thereof, based on any claim, action, or cause of action whatsoever, including any action for libel, slander, or personal injury, or any affiliated claims, by reason of any act or failure to properly act on the part of the contractor and in particular as may arise from the performance under this contract. In the event of an injury by the subcontractor or its employees, they shall cause notice to be served upon the County within twenty-four (24) hours of any such injury.”

b) The contractor shall submit a signed and dated Hold Harmless Clause form with its proposal.

Reference the “HOLD HARMLESS CLAUSE” form included in this RFP document.

IV. Iranian Energy Sector Divestment Certification:

Contractor hereby represents that said contractor follows New York State General Municipal Law Section 103-g entitled “Iranian Energy Sector Divestment”.

By submission of this proposal, each contractor and each person signing on behalf of any contractor certifies, and in the case of a joint proposal, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief, each contractor is not on the list created pursuant to New York State Finance Law Section 165-a(3)(b).

The contractor shall submit a signed, notarized, and dated Iranian Energy Sector Divestment Certification with its proposal. Said certificate is mandated by Section 103-g of the General Municipal Law. Reference to the Iranian Energy Sector Divestment Certificate form is included in this document.

V. Addendum/Addenda:

a) If an addendum has been issued prior to the County’s receipt of proposals, then Allegany County shall attempt to notify potential contractors known to have received the proposal documents and whose contact information is on file with the County about the addendum.

Allegany County does not ensure the potential contractor receipt of an addendum. It shall be the responsibility of each contractor, prior to submitting its proposal, to contact the County Administrator’s Office at 585-268-9217 to determine if an addendum has been issued.

b) An addendum shall be available for review and/or copy at the County Administrator’s Office, 7 Court Street, Room 213, Belmont, New York 14813, and will also be available on the county web site at www.alleganyco.gov.

c) It is a requirement that the contractor sign, date, and include the addendum with its submission.

VI. Submission of Proposals:

a) The contractor shall submit three (3) sets of its RFP, including all required documents (e.g., signed clauses, statements, forms, bonds, insurance, manufacturer’s specifications, etc.).

1) One (1) set shall be stamped (or otherwise indicated) as being the “ORIGINAL.”

2) A second set shall be stamped (or otherwise indicated) as being the “DUPLICATE” or “COPY.”

3) A third set shall be a pdf of the entire application emailed to countyadmin@alleganyco.gov.

4) Information presented in the “ORIGINAL” set of the RFP submission shall prevail.

b) The RFP shall be submitted in a sealed envelope marked on the outside with the contractor’s name and address and the designation: “Sealed Proposal: Allegany County Jail Food Service Operations.”

c) The envelope shall be addressed to Carissa M. Knapp, County Administrator, Allegany County Office Building, 7 Court Street, Room 213, Belmont, New York 14813. Proposals shall be received at the County Administrator’s Office and will be acknowledged as received at such time.

d) Facsimile transmitted proposals are not acceptable and shall be rejected.

e) Security procedures are in effect at the Allegany County Office Building. Interested parties, especially contractors who intend to hand deliver proposals and/or conduct business with the Allegany County Administrator’s Office, should allow sufficient time for any delay which may arise as a result of security procedures. To be considered “delivered on time,” a submission must be received at the County Administrator’s Office by the appointed hour.

f) You must submit a separate RFP response for each solution you are proposing.

VII. Late Proposals:

The contractor shall bear the sole responsibility for the delivery of its proposal in a timely manner. Reliance upon the U.S. Postal Service or other carriers is at the contractor’s risk. Late proposals shall not be considered and shall be returned unopened.

VIII. Right of County to Seek Clarification, Accept, or Reject Proposal(s), etc.:

a) Allegany County reserves its right to require clarification from contractors for the purpose of assuring a full understanding of the contractor’s responsiveness to the solicitation requirements.

b) Allegany County reserves its right to accept or reject any and all proposals (or separable portions thereof), to waive irregularities and technicalities, and to request resubmission of proposals.

IX. Civil Rights:

The County of Allegany, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 and New York State Labor Law, Article 8 - Public Work, Section 220e hereby notifies all contractors that it will affirmatively ensure that any contract awarded as a result of this RFP will be awarded without discrimination on the grounds of race, creed, color, disability, sex, or national origin.

X. Information to be Included in the Proposal:

a) Title page: show the RFP subject, name of contractor’s firm, local address, telephone number, name of contact person, and the date.

b) Letter of transmittal: limit to one or two pages with the following:

- Briefly state the contractor’s understanding of the work to be done.

- Give the names of the persons who will be authorized to make representations for contractor, and their titles, addresses, and telephone numbers.

- Give the firm’s federal taxpayer’s identification number.

c) Contractor profile: State whether the firm is local, regional, or national.

Give the location of the office from which the work is to be performed and the number of partners, managers, supervisors, seniors, and other professional staff employed at that office.

d) Summary of contractor’s qualifications: in addition to minimum qualifications, identify partners, managers, and supervisors who will work on the project.

e) The contractor shall submit an in-toto price proposal for the entire project which will include all components. The term “in-toto price proposal” shall be understood to mean – the aggregate of all costs billable to Allegany County, as a whole cost, lump sum.

XI. Modification or Withdrawal of Proposals:

a) A proposal may be modified or withdrawn by an appropriate document duly executed in the manner that a proposal must be executed and delivered to the place where proposals are to be submitted at any time prior to the scheduled time for opening of proposals.

b) No proposal may be modified, withdrawn, or canceled for a period of one hundred twenty

(120) days after the date of the proposal opening, and all proposals shall be subject to acceptance by the County during this period.

XII. Responsibilities for Work:

The contractor assumes full responsibility for the acts and omissions of all its employees and all sub-contractors, their agents and employees, and all other persons performing work under the contract.

XIII. Consideration of Proposal; Acceptance of Proposal (Award):

a) The award of the contract will be made by written notice of award signed by a duly authorized representative of the County, and no other act of the County shall constitute the acceptance of a proposal.

b) The acceptance of the proposal shall bind the successful contractor to execute a contract.

XIV. Execution of Contract/Certificate of Insurance:

The contractor to whom the award is made shall assist and cooperate with the County as necessary in preparing the standard County agreement for execution.

XV. Commencement of Work:

Notwithstanding any delay in the preparation and execution of the agreement, the successful contractor shall be prepared, upon receipt of the notice of award, to commence work within a time period mutually acceptable to contractor and the County.

XVI. Supportive Specifications:

The contractor shall be responsible for obtaining all permits required to fulfill this contract and shall comply with all laws, ordinances, rules, and regulations of the jurisdictions in which the work is performed.

XVII. Sales Tax Exemption:

The County is exempt from payment of sales and compensating use taxes of the State of New York and of cities and counties within the State of New York.

XVIII. Protection from Claim Against “Equal or Better” or “Or Equal”:

In the event of any claim by an unsuccessful contractor concerning or relating to the issue of “equal or better” or “or equal,” the successful contractor agrees to hold the County of Allegany free and harmless for any and all claims for loss or damage arising out of this transaction for any reason whatsoever. The County is to be free and harmless for any and all legal fees and court costs.

XIX. Evaluation Process:

a) After determining that a proposal satisfies the mandatory requirements stated in the RFP (see the section regarding eligibility criteria), the comparative assessment of the relative benefits and deficiencies of the proposal in relationship to the published evaluation criteria shall be made by using subjective judgment. The award of a contract resulting from this RFP shall be based on the best value of the proposals received, which optimizes quality, cost, and efficiency, among responsive and responsible offerors. Evaluation criteria shall reflect objective and quantifiable analysis and will include the following criteria:

1) References provided with the proposal response.

2) The proposer’s ability to satisfactorily handle the type and volume of work being offered by the County, which includes general management’s capability as evidence in the written proposal, comments of references and site vists.

3) Staff and program offered variety of capacity, range of capacity and quality of past jobs performed

4) Proposer’s management, technical and supervisory personnel (including experience in training and supervising incarcerated individual labor) and experience in the type of work proposal.

5) The quality and variety of the proposer’s sample menu and details on preparation and delivery of the meals requested.

6) Proposer’s internal management ability to provide timely and accurate records, backup for emergency situations and accurate reporting, record keeping and billing of the meals prepared.

7) Total program cost as it relates to the recommended service level for the County’s facilities.

8) Any or all proposals or responses may be rejected when there are sound, documented business reasons that serve the best interest of the program sponsor or the department.

b) After an initial screening process, a technical question and answer conference or interview may be conducted, if deemed necessary by the County, to clarify or verify the contractor’s proposal and to develop a comprehensive assessment of the proposal.

c) Allegany County reserves the right to consider historic information and fact, whether gained from the contractor’s proposal, question and answer conference, references, or any other source in the evaluation process.

d) It is the contractor’s responsibility to submit information related to the evaluation categories, and Allegany County is under no obligation to solicit such information if it is not included with the contractor’s proposal.

XX. As a result of this RFP, Allegany County intends to enter into contract with the selected contractor to provide the services described in the scope of services section. However, this intent does not commit the County to award a contract to any responding contractor. Allegany County reserves the right, with agreement by the applicant, to accept or reject, in part or in its entirety, any proposal received as a result of this RFP if it is in the best interest of the County to do so. Allegany County reserves the right, in its sole discretion, to accept the proposal or proposals most advantageous to Allegany County without further discussion or negotiation, or to reject all or any of the proposals. Allegany County reserves the right to negotiate on the entire proposal, as submitted, or at the sole discretion of the Allegany County, to delete individual tasks deemed not in the County's best interest and negotiates on the remaining portions of the proposal.

XXI. Questions:

Written questions will be accepted until 4:00 p.m. on Monday, August 18, 2025 by email to countyadmin@alleganyco.gov or by mail to County Administrator, 7 Court Street, Room 213, Belmont, New York 14813. No questions will be accepted after the August 18, 2025. Questions and answers will be posted to the website www.allleganyco.gov on Friday, August 22, 2025.

mailto:countyadmin@alleganyco.gov http://www.allleganyco.gov/

GENERAL TERMS AND CONDITIONS

Scope:

It is the intent of this RFP to obtain competitive prices for safe, efficient, and cost effective food service operations in the Allegany County Jail.

Qualifications:

The County shall be free to make any inquiries it deems necessary to ascertain the qualifications of the contractor and/or the accuracy of statements made by the contractor as to its qualifications.

Contractors shall provide information attesting to the qualifications of the company and its employees with its proposal submission. Failure to submit this information may render the proposal non-responsive and the proposal may not be considered for award. Information to be submitted with the proposal form shall, at a minimum, include the following:

o The name and resume/qualifications of the contractor’s Project Manager.

o A list of at least three references by commercial clients complete with a contact name and telephone number.

o A transition plan describing process and procedures to facilitate smooth implementation of the proposed services.

o The meal quality and monitoring plan describes the methods used for monitoring incarcerated individuals’ preferences and individual complaints from incarcerated individuals (on an on-going basis) and methods used for responding to concerns and negative evaluations by county staff.

o The records management and retention plans following Local Government Schedule (LGS-1), Sections 1260 CO2 949, MUI 814 Dietary Services Records.

o Sample reports and monthly billing invoices.

o Sample menus and recipes for a two month period.

Quantities:

The RFP specifies estimated quantities, said quantities for proposal planning purposes only. Quantities are subject to change based on actual inmate population..

Price Bid:

The contractor shall submit an in toto price bid. The term “in toto price bid” shall be understood to mean – the aggregate of all costs billable to Allegany County, as a whole cost, lump sum.

Standards, Codes, and Laws:

Services provided for Allegany County shall comply with all applicable standards, codes, laws, rules, and regulations.

Manufacturer(s):

The manufacturer shall be a company recognized within the industry as an experienced, reliable, and competent producer of the category specified herein.

Invoicing:

Monthly invoices shall be predicated upon quantities ordered, delivered, and accepted.

Contact Person:

Questions, concerns, and/or requests for clarification specific to the RFP should be directed in writing to countyadmin@alleganyco.gov by 4:00pm on Monday, August 18, 2025. Questions and answer will be posted on the agency website www.alleganyco.gov on Friday, August 22, 2025.

PURPOSE

http://www.alleganyco.gov/

The intent of this solicitation is to invite priced proposals for the purpose of providing safe, efficient, and cost effective food service operations for incarcerated individuals in custody of the Allegany County Jail in accordance with the special conditions and specifications contained in this Request for Proposals. Pricing shall be expressed as a price per each individual meal served based on the average daily population specified herein as well as a sliding price scale to be evaluated annually. Term length will be for 3 years with an option for two additional 1-year renewals at Allegany County’s discretion, if mutually agreed upon.

FOOD SERVICE PROPOSAL OPTIONS

Vendors may choose to apply for one or more of the three food service options listed below.

Vendors must submit a separate proposal for each food service option they choose.

Vendors must include meal pricing and a sample menu with each proposal.

• FOOD SERVICE OPTION 1: Price Per Meal using proposed 3,100 calorie menu, with the Food Service Director, Full-time and Part-time Cooks employed by vendor. Vendor will provide all food products (meat, bakery, dairy, produce, and dry/canned goods), paper products, and cleaning chemicals used in kitchen operations, dietitian services, menu development services, and accreditation/audit services. Sample menu and meal price based on sliding scale must be included.

Population Sliding Scale Price Per Meal

FROM TO PRICE

0 - 50 $ 50 - 75 $ 75 - 100 $ 100 - And over $ The price per meal is determined by that average number of inmates served within the billing cycle. The invoice is then formulated by multiplying the number of meals served during the billing cycle by the price per meal.

FOOD SERVICE OPTION 2: Price Per Meal using proposed 3,100 calorie menu, with the Vendor employing the Food Service Director who will oversee the kitchen operations and staff. Allegany County will employ all necessary kitchen staff for kitchen operations. Vendor will provide all food products (meat, bakery, dairy, produce, and dry/canned goods), paper products, and cleaning chemicals used in kitchen operations, dietitian services, menu development services, and accreditation/audit services. Sample menu and meal price based on sliding scale must be included.

Population Sliding Scale

FROM TO PRICE

0 - 50 $ 50 - 75 $ 75 - 100 $ 100 - And over $ The price per meal is determined by that average number of inmates served within the billing cycle. The invoice is then formulated by multiplying the number of meals served during the billing cycle by the price per meal.

FOOD SERVICE OPTION 3: Price Per Meal using proposed 3,100 calorie menu. Vendor provides NO STAFF and Allegany County employs all staff necessary for kitchen operations. Vendor provides all food products (meat, bakery, dairy, produce, and dry/canned goods), paper products, and cleaning chemicals used in kitchen operations, dietitian services, menu development services, and accreditation/audit services.

Sample menu and meal price based on sliding scale must be included.

Population Sliding Scale

FROM TO PRICE

0 - 50 $

50 - 75 $ 75 - 100 $ 100 - And over $ The price per meal is determined by that average number of inmates served within the billing cycle. The invoice is then formulated by multiplying the number of meals served during the billing cycle by the price per meal.

BACKGROUND

The Allegany County Jail houses incarcerated individuals who are awaiting trial or those that have been sentenced for up to 1 year of incarceration. In addition, the Jail contracts with the United States Marshals Service (USMS) and Immigrations and Customs Enforcement (ICE) to house detainees on their behalf.

1. The Allegany County Jail has an average daily population of 70 incarcerated individuals with a maximum capacity of 164.

2. The yearly estimate of meals is: 75,000

a. The meal quantities provided are an estimate of the meals required. Actual meals required is based on the actual number of inmates.

b. Special dietary meals prepared for inmates due to medical or religious restrictions are estimated at supplies for the meals prepared.

c. Sliding scale pricing shall be used for evaluation of proposals.

d. Actual meal quantities may be more or less than estimates listed in the specification document and the County shall be neither obligated nor limited to any specified amount.

3. The Allegany County Sheriff’s Office currently staffs 1 Full-time Cook Manager, 2 Full-time Cooks, 6 Part-time Cooks, and 4 Part-time Food Service Helpers who work on an as-needed basis for food service operations at the jail.

SCOPE OF WORK

The Food Service Provider (Contractor) shall provide for all aspects of the food service operation and meet minimum requirements, regulations, and laws set forth by the New York State Department of Health, New York State Standards under Title 9 of the Official Compilation Codes Rule & Regulations of the State of New York Subtitle AA (See Appendix A), the New York State Education Department’s Child Nutrition Program (school lunch and breakfast program), and any other applicable local, state and federal regulations and laws.

1. The contractor shall secure and pay all federal, state, and local licenses, permits and fees that may pertain to the food service operation.

2. The contractor shall insure that no employee or incarcerated individuals shall work in any area of food service operations if he/she is known to have or suspected of having a communicable disease, open wounds or sores, or respiratory infections. Clean outer garments will be worn, and all incarcerated individuals working in food service or delivery will maintain a high degree of personal cleanliness.

3. INCARCERATED INDIVIDUAL LABOR

The County shall make available sentenced incarcerated individual crews of a reasonable number whenever possible to assist in the daily food service preparation, processing, cleaning, etc.

Incarcerated individual labor will be provided by the County unless population levels decrease to the point where the labor force must be reduced.

When incarcerated individual labor is provided, the contractor will train the incarcerated individual workers on routine tasks, maintenance and operation of food service equipment and other duties assigned by the contractor’s personnel and maintain records.

The contractor shall include a list of incarcerated individual workers needs along with their proposal.

1. Training of incarcerated individuals must include safety and sanitation guidelines.

2. The contractor will be responsible for full supervision of incarcerated individual labor while they are utilized in the food service operation.

3. The contractor will be responsible for monitoring for destruction of County property by inappropriate and/or misuse of equipment and other property.

4. The contractor shall be responsible for the repairs or replacement of equipment as determined by the County.

5. The County cannot guarantee the continuity of incarcerated individual labor during emergency situations and the contractor shall provide backup labor on occasion via outside personnel to perform the services normally rendered by the incarcerated individual labor.

6. The contractor shall insure that food preparation will be by or supervised by an employee trained in culinary services, holding a Professional Food Manager certification as required, with a minimum of 3 years corrections food service experience, food knowledge, experience, capabilities to manage and direct the total administrative requirements for a nutritionally sound food service operation, and represent the contractor including having authority to act on the contractor’s behalf.

7. The contractor shall provide sufficient and qualified staff to maintain food service operations for three meals each day of the year. Contractor must have 3 other correctional food service customers within 200 miles to provide the ability to move staff among facilities when needed.

8. The contractor shall define employee hiring practices to include criminal background check procedures. No employee that has been banned from another facility will be allowed to work in the County’s facility.

9. The Contractor shall insure that incarcerated individuals shall be given three (3) substantial, wholesome and nutritious meals daily. Meals must be presented in a clean, presentable style. Not more than 14 hours may lapse between the evening meal and the morning meal. Each prisoner shall be served at least three meals in each 24-hour period. Such meals shall be scheduled so that:

• The morning meal is served at a regularly scheduled time between the hours of 5 a.m. and 9 a.m.

• The noon meal is served at a regularly scheduled time between the hours of 11 a.m. and 2 p.m.; and

• The evening meal is served at a regularly scheduled time between the hours of 4 p.m. and 7 p.m.

The person responsible for the supervision of the food service program shall establish policies and procedures designed to ensure that food is served at proper temperatures. Hot meals shall be served at least once daily (in a 24-hour period) and served at an appropriate temperature and in a manner that makes them palatable (145 degrees Fahrenheit if hot and 45 degrees Fahrenheit if served cold) and visibly pleasing complete with condiments (dressing, sugar, salt, pepper, catsup, or mustard where appropriate).

11. The contractor shall provide a contingency plan for providing food service and water in the event of lockdowns, strikes, natural disaster, epidemics, riots, fire, power failure or other events that may impact normal operations.

12. The Contractor shall provide for menus that satisfy the recommended dietary allowances of the Food and Nutrition Board of the National Academy of Sciences, National Research Council, and will provide an average of 2,900 calories per day in addition to all required nutrients. The person responsible for the supervision of the facility food service program shall plan and prepare written and dated menus. Such menus shall be reviewed at least annually by a nutritionist or dietician certified by the New York State Department of Education to ensure that they provide an appropriate level of nutrients and calories. In addition, all menus and special diets must meet the audit standards for holding and detention facilities as established by the American Correctional Association.

13. The Contractor shall provide for menus to be planned not less than twenty-eight (28) days in advance complete with nutritional analysis to be submitted as part of the response to this proposal.

14. Medical diets. The food service contractor shall ensure that any medical diet prescribed for an incarcerated individual by a physician, or other authorized facility health services staff member, is provided to such incarcerated individual at no additional cost to the county. Special medical diets shall be arranged and provided by the food service contractor no later than 4 hours after initial notification of a medically prescribed diet. The bidder will submit with its proposal a sample of its correction diet handbook or a schedule of the four (4) week menu it proposes to serve incarcerated individuals on restricted diets.

15. The contractor shall retain records of meals served for 48 months.

16. The contractor must provide bag meals to incarcerated individuals going to work, work crew incarcerated individuals and new admissions.

17. The bidder agrees to provide catered meals for specific events as designated by the county with not less than seventy-two (72) hours’ notice. The parties shall mutually agree upon the cost per meal on an event basis.

18. The contractor shall provide special management meals meeting the minimum daily nutrition requirements, and as approved by a physician or qualified medical staff member in place of regular meals in the event an incarcerated individual instigates or uses disruptive behavior to include throwing food, beverage, food utensils, food trays or any substance including human waste with food utensils or a food tray. Substitution shall be through the direction of a correctional lieutenant or higher authority.

19. The contractor shall provide incarcerated individuals additional caloric intake more than regular meals if approved by a nutritionist or similarly qualified person, as being reasonably necessary because of work or labor being performed by the incarcerated individual.

20. The contractor is required to provide the incarcerated individuals with food items that sufficiently adhere to reasonable religious requirements and religious dietary laws. Any additional cost associated with religious diets will be clearly itemized on invoices.

21. The contractor shall permit inspections of the food service area by the Administrator of the County Jail or his designee and make corrections on deficiencies found. Such inspections shall be conducted as often as deemed necessary by the Administrator of the County Jail or his designee.

22. The contractor shall insure that food supplies not in preparation are stored in a locked, clean, well-ventilated room, which is free from vermin.

23. The contractor shall insure that a locked storage area separate from food supplies shall be provided for soaps, detergents, waxes, cleaning compounds, insect and rodent spray and other poisons.

24. The contractor shall provide for the preparation of pre-plated meals for service on thermal insulated trays in quantities specified by Department staff and placed on carts. The trays for delivery will be clean and free of food on the outside.

25. Department staff shall insure that carts are returned to the food service area in a timely manner. Disposable cutlery will be provided by the contractor.

26. The contractor shall insure that all equipment and food service implements are kept clean when not in use and cleaned promptly following each use.

27. The contractor shall notify Department maintenance staff when equipment, structures and fixtures are damaged or otherwise require repair.

28. The contractor shall maintain a procedure to keep an accurate accounting of all culinary equipment, specifically knives, sharps, etc. and will report any missing items to security staff immediately.

29. The contractor shall maintain control of food service items such as mace, nutmeg and raisins, sugar, fruit, etc. that might be used to manufacture contraband beverages.

30. The contractor shall insure that refrigerators are maintained at temperature levels consistent with NYS Health Department and the Allegany County Health Department’s Code.

31. The contractor shall develop a refrigerator checklist or other form to be used to document refrigerator inspections.

32. The contractor shall be responsible for preventive and routine maintenance of major food preparation equipment.

33. The contractor shall be responsible for maintaining an adequate supply of small wares to include serving trays, eating utensils, cooking utensils and other food preparation and delivery supplies.

34. Sanitation of the kitchen facilities (including County equipment and supplies provided for the execution of this contract) will be the responsibility of the contractor, including all financial obligation for cleaning agents and supplies (dishwashing chemicals and dispensing included).

a. The County reserves the right to approve (or reject) all such cleaning agents and supplies prior to the contractor using them in the sanitation of the kitchen facilities.

b. The County will assume the responsibility of inside cleaning of the ventilation hood system;

contractor will provide sanitation of the outside and perimeter of the system.

c. The contractor will maintain on-site SDS records of all chemicals used in the County facilities (a copy of the SDS records must be provided to the County).

d. Dishwashing, dispensing, and chemicals will be the responsibility of the contractor. The County reserves the right to determine or reject the chemicals used in the dishwasher.

35. REFUSE SERVICE

The County will provide at no cost to the contractor adequate trash removal facilities and services as it deems necessary to maintain the highest standard of sanitation. The contractor will be responsible for removal of all trash and waste to the appropriate receptacle and cleaning of the receptacles.

36. PEST CONTROL

The County shall provide all pest control services for the kitchen facility; however, the contractor’s assistance is requested in reporting any needed service promptly to the Jail Administrator. Should sanitation deficiencies be the cause of or contributing factor in the pest control problem(s), the contractor shall be responsible for improving the sanitation for the effected situation immediately upon notification by the County or pest control provider.

37. The contractor shall provide all consumable supplies and food products required to operate the food service operation including paper and Styrofoam products and cleaning supplies.

38. The contractor must review existing facilities and include in the proposal a statement that the facilities meet their requirements. If the facilities do not meet their requirements, reasonable discrepancies must be noted and included in the proposal.

39. The contractor shall comply with all Cayuga County Sheriff’s Office security requirements and will accept and comply with all County staff security directives.

40. EQUIPMENT

The county will provide, install, maintain, repair, and permit the contractor to utilize in the administration of this contract: capital equipment that the County deems necessary for food service and related activities.

a. Existing equipment includes ovens, ranges, dishwasher, existing food processing and serving equipment, and on-site refrigeration and storage area.

b. Damage incurred to the County’s physical plant and/or equipment/supplies as a result of the contractor’s negligence or intentional misuse/abuse (including incarcerated individual labor or unreported damage) shall be the responsibility of the contractor and shall be repair or replaced at the contractor’s expense.

c. Equipment provided by the County shall be replaced or repairs as the County deems necessary, taking into consideration the average life of the equipment as determined by the manufacturer and any extraordinary circumstances.

d. All property purchased by the County shall remain the property of the County.

e. If additional equipment is needed by the contractor for the performance of this agreement, the contractor shall be responsible for its purchase.

f. All property purchased by the contractor shall remain the property and responsibility of the contractor.

41. PAYMENT

The successful contractor shall be paid monthly upon submission of invoices through the Allegany County Sheriff’s Office, Acct’s Payable Dept. 4884 State Route 19S, Belmont, NY 14813- 9586. All invoices must show the Allegany County Purchase Order number, and any additional cost associated with religious diets will be clearly itemized on the invoice.

42. PRICING STRUCTURE

a. Term length will be for 3 years with two additional 1-year renewals, if mutually agreed upon.

b. The prices quoted in this request for proposal shall be firm for the first twelve (12) consecutive month period.

c. Prices shall be submitted in the unit of measurement specified on the proposal forms, and shall include all overhead costs, profit, and any delivery charges.

d. In the event of a renewal of the contract, pricing shall be subject to re-determination within the parameters outlined in this request for proposal. Subsequent annual price adjustments (applied to per meal prices and sliding scale prices only – all other fees remain the same).

• Documentation supporting any price increase shall be limited to once annually and must be submitted at the time of the contract renewal.

• Any significant change to the scope of services requested by the County may require price adjustment negotiated to the mutual agreement of both parties.

e. Food service required by the County facilities outside the scope of this contract may be provided by the successful contractor upon written authorization by the County and at a mutually agreed upon price.

43. CONTRACTOR’S STAFF ACCOMMODATIONS

The County will provide for the contractor adequate office space, including basic office furnishings and use of a phone in the kitchen area.

a. The contractor will be required to provide any additional equipment they deem necessary, such as computer, computer table, fax, modem, etc.

b. The cost of a phone and/or data line(s) and all local expenses will be paid by the County.

c. All long-distance charges incurred by the contractor’s staff will be paid by the contractor.

44. PROPOSER SUBMITTAL

Proposers shall submit information attesting to the qualifications of the company and its employees with its proposal submission form at the proposal opening date and time. Failure to submit this information may render the proposal non-responsive and the proposal may not be considered for award. Information to be submitted with the proposal form shall, at a minimum, include the following:

a. The name and resume/qualifications of the on-site Food Service Manager.

b. The name and resume/qualifications of the contractor’s Regional Manager.

c. A list of references of at least three (3) commercial clients complete with contact name and telephone number

d. Transition plan describing procedures to provide a smooth transition from the current contractor to your proposed program.

e. Meal quality and preference monitoring plan describing methods for monitoring incarcerated individuals preferences and individual complaints from incarcerated individuals (on an on-going basis) and methods for responding to concerns and negative evaluations by County staff.

f. Sample reports and billing statements.

g. Sample menus (at least 8 weeks) as stated herein. (Include recipes).

h. Staffing plan for the life of the contract.

REQUEST FOR PROPOSALS FOR

Allegany County Jail Food Service Provider

PROPOSAL DUE DATE: Friday, August 29, 2025, by 4:00pm Submission may be mailed (must be postmarked by due date) or hand delivered and a pdf document of the entire application must be submitted by due date to countyadmin@alleganyco.gov.

SUBMIT TO:

Carissa M. Knapp County Administrator

7 Court Street, Room 213 Belmont, New York 14813

The undersigned, having an integral understanding of the objective, terms and conditions, specifications, and contractor’s responsibilities as stated in these documents, does hereby submit a quote for the provision of services as stated below and pursuant to the Request for Proposal.

PLEASE PRINT OR TYPE

Company Name: Federal Employer ID:

Company Address:

Name: Title:

Signature: Date:

Telephone Number:

E-mail Address:

Business Website:

CUSTOMER REFERENCE SHEET

For Allegany County Jail Food Service Provider RFP

NAME OF CUSTOMER ______________________________________________

ADDRESS ______________________________________________

PHONE NUMBER ______________________________________________

PERSON TO CONTACT ______________________________________________

BID SHEET

PROPOSAL ITEM: INCARCERATED INDIVIDUALS FOOD SERVICE

DATE SUBMITTED:

FOOD SERVICE OPTION:

BID PRICE PER MEAL

MEAL: COST PER EACH MEAL:

BREAKFAST $

LUNCH $

DINNER $

BID SLIDING SCALE PER RANGE

INCARCERATED INDIVIDUALS RANGE: SCALE COST PER MEAL:

50-100 $

100-150 $

150+ $

COUNTY OF ALLEGANY PROPOSAL SHEET

VENDOR'S FIRM'S NAME: _____________________________________________

VENDOR'S ADDRESS:__________________________________________________

VENDOR'S FED. I.D.#________________________________________________

VENDOR'S PHONE NUMBER:_____________________________________________

VENDOR'S FAX NUMBER:_______________________________________________

VENDOR'S CONTACT PERSON:___________________________________________

Bidder's Signature______________________ Date:_______________

Certification Pursuant to Section 103-g Of the New York State General Municipal Law

IRANIAN ENERGY SECTOR DIVESTMENT

1. Contractor/proposer hereby represents that said contractor/ proposer follows New York State General Municipal Law Section 103-g entitled “Iranian Energy Sector Divestment”, in that said contractor/proposer has not:

a) Provided goods or services of $20 million or more in the energy sector of Iran including but not limited to the provision of oil or liquefied natural gas tankers or products used to construct or maintain pipelines used to transport oil or liquefied natural gas for the energy sector of Iran; or

b) Acted as a financial institution and extended $20 million or more in credit to another person for forty-five (45) days or more if that person’s intent was to use the credit to provide goods or services in the energy sector in Iran.

2. Any contractor/proposer who has undertaken any of the above and is identified on a list…